Workflow Actions

Please refer to the Workflow Overview UPDATE LINK article for context.  Workflows are comprised of Triggers (what sets the Workflow off) and Actions (the result of the Trigger).  This article will review Actions. Please refer to Workflow Triggers UPDATE LINK first for the other half of the equation.

What Types of Actions Exist?

There are six available types of Actions, outlined below.

  • Create Task:  Creates a task for a specific person in the Workspace
  • Send Email:  Invokes an email template to be sent to a defined email address or set of addresses
  • Move Record:   Moves an entry to another folder
  • Copy Record:    Copies an entry to another Workspace or folder
  • Push to API:   Enables the “push” of information about the entry to a customer defined data point.  The data is posted to that data point, and the customer may use the posted data to integrate with their own solution. 
  • Update Fields: Updates the value of a field of an entry for a Workspace

For further explanation on what each of these actions could mean, read on.

Create Task

This feature is not currently supported by WizeHive

Send Email

When you want to automatically have an email sent. You will be asked to define the following:
  • Action Name: The name the Action will be referred to in WizeHive
  • Send to: Who do you want to email? Choose Advanced Assignment Options to email different people based on specific conditions
  • Email Subject: Email subject the email will have (use this or Pick an Email Template)
  • Email Body: Enter the Email message that should be sent when this Action is invoked (use this or Pick an Email Template)
  • Use Email Template: Select an existing email template to send (use this or Email Content)

Move Record

When you want to move a record from one folder to another folder. You will be asked to define the following:
  • Action Name: The name the Action will be referred to in WizeHive
  • Destination Folder: Select the folder you want to move the entry to target Workspace folder.  Choose Advanced Folder Options to move entries to different folders based on specific conditions.

Copy Record

When you want to copy a entry to another entry or Workspace/folder. You will be asked to define the following:
  • Action Name: The name the Action will be referred to in WizeHive
  • Target Workspace/Folder: Pick the folder you want to copy the entry to. Choose Advanced Folder Options to move entries to different folders or Workspaces based on specific conditions.
  • Copy Attachments: Select if you'd like to copy the entry's associated attachments
  • Copy Reviews: Select if you'd like to copy the entry's associated reviews

Push to API

For more information on this feature, please refer  here.

Update Fields

Should be used when you want the value of a field in a form to be updated
  • Action Name: The name the Action will be referred to in WizeHive
  • Field to Edit: Select the field whose value you wish to change from the dropdown
  • Field Content: The value you want the field to have. To clear multiple choice or checkbox fields enter 'reset' into field content, to reset a dropdown leave the field blank.

Setting Up An Action

Conditions

For the first four Actions, you can also define conditions -- the advanced options within an Action that allow you to apply the Action differently based on meeting certain criteria. Setting conditions is accomplished by defining the fields, operators and values, which, if met, enable the Action. To define conditions, first click your Action and then select advanced options (Note: Depending on the type of Action, this will either be "Advanced Folder Options" or "Advanced Assignment Options"). Conditions are set by defining a combination of the following:

  • Field to review for condition: (field in the specified form)
  • Operator:  (less than, greater than, equal, contains, etc.)
  • Compare Fields: The value or field the comparison will be made to
  • Values to look for: Checking this box will turn Compare Fields into a dropdown of the fields, leaving it unchecked will leave Compare Fields as a text box where you can add the value to compare to
  • Assigned Person / Email To / Target Folder / Target Workspace/folder


When defining Action conditions, remember that you can define multiple values at the same time. For example, you could indicate that an Action could be “triggered” when the State recorded in the form is equal to a CA (California) OR PA (Pennsylvania). To note an OR condition when defining conditions do one of the following:

Field Operator Value
State Equal CA OR PA
State Equal CA|PA

Either of these setups would work in this case.

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