Automatic actions are additional tasks within workflow steps, triggered by events such as completion or missed due dates. Editors can view and add updates or reminders through the “Automatic actions” tab by selecting when and what should happen, with optional delays.
Formally known as updates, Automatic actions are additional actions that can be integrated into workflow steps. For instance, you might want to set up a reminder if a step isn't completed by its due date, or automatically update someone when a step is finished. These are just two examples of automatic actions which may be added, automatic actions can be made specific to the requirements of your workflow.
Understanding the distinction between steps and automatic actions is important. Steps are triggered by the completion of the preceding task, whereas automatic actions respond to specific events within a step. The updates will not be triggered until something happens within that step. Automatic actions are added tasks to a step rather than forming an additional step.
Where can I view and set automatic actions?
To be able to view and set automatic actions you will need permission to view and edit the workflow in the workflow builder. This will mean that you likely need to be an 'editor' on that workflow.
Previously, all steps had a ‘more’ tab. This is is now labelled 'Automatic actions' the describe the nature of the action and make them easier to find, edit and use.
Selecting automatic actions will allow you to view any which have already been added, for example, from a template. You can also add further updates and reminders to a step in a workflow. For more information on setting reminders, check out Adding an Automatic Action.
To add an automatic action, you will need to click ‘Add new update’ and begin by selecting when you would like this update to happen, from the range of options provided.
You will then need to choose whether you would like the update to happen right away or whether you would like to wait a while and schedule a delay. Information on scheduling delays can also be found within Adding an Automatic action.
Once you've determined the timing for the automatic action, you can then choose the desired action from the available options.
Once you have stipulated a ‘when’ and ‘then’ option, your automatic action is ready to go!
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