Workflow Triggers

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 Triggers. Please refer to Workflow Actions UPDATE LINK for the other half of the equation.

What Types of Triggers Exist?

There are five types of Triggers that can be set up, outlined below.

  • New Submission:  Evoked when a form is fully submitted.
  • Record Moved:  Evoked when entries are moved from one folder to another (whether by the administrator or by another workflow).
  • Time Lapse: Evoked at a set frequency such as every 4 hours, every week, once a month, etc. (Minimum of 4 hours)
  • Form Saved:  Evoked when a form is saved. Note: Advanced Carts are not saved, with Advanced Carts you must use Record Moved.
  • New Followup: Evoked when a followup form is submitted.

For further details on what each of these triggers could mean, read on.

New Submission

Use this Trigger when one of the following situations occurs (depending on the type of form):

  • A form is submitted
  • A form is saved as a draft
  • A form previously saved as a draft is submitted
  • An entry is copied from another Workspace to the current Workspace

Record Moved

Use this Trigger when one of the following situations occurs (depending on the type of form):

  • Entry is moved from one folder to another
  • Application moves from pending payments folder to submissions folder (applies to paid advanced cart)
  • Record moved should be used in place of the 'New submission' trigger when using an advanced cart. Advanced cart entries are placed in a pending status therefore causing the move from the pending status to submitted status to be considered a 'record moved' (this was edited after a client mentioned being confused abotu advanced cart record moved triggers)

Time Lapse

Use this Trigger when you want an Action to be triggered at some defined regular frequency. For example a Time Lapse Trigger can be set to send an email after a certain number of days from submission. Or it can be used to move entries into a folder after a certain amount of time.  The Trigger can be set to run multiple times or infinitely.  However, this time lapse does have limitations that we want all users to understand.  A Time Lapse Trigger cannot be set to fire on a particular date. The Time Lapse Trigger can be used the same regardless of what type of form you are using.

Form Saved

Use this Trigger when you want an Action to be Triggered in any of the follow scenarios as the result of saving a webform, review form, or internal form.

New Followup

Use this if you are utilizing a Followup Form in your workspace.  A New Submission workflow can only apply to the main form of the workspace, not a Followup Form. Thus, if you would like an application to move or another action to occur as the result of completing a Followup Form, utilize this trigger.

Setting Up a Trigger

To set up a Trigger, use the following procedure:

  • Select the Workflow tab
  • Select the green 'Add Workflow Trigger' button
  • Select what kind of Trigger this should be

Settings

New Submission and Record Moved have the same settings.

  • Active: Set whether this Trigger is active or disabled 
  • Trigger Name: The name the Trigger will be referred to with in the backend of WizeHive
  • Folder: Folder that the Trigger should be based off of


Within Time Lapse, you also have the Actions to choose: 

  • Frequency: How frequently do you want to run, in hours or days? For instance "4 hours" or "2 days" (Minimum: 4 hours)
  • Number of Times: How many times do you want to run? For instance: 1,5, 20. Enter -1 for unlimited

Form Saved also has:

  • Choose Form: Choose the form that the Trigger should be based off of 

Conditions

For all Triggers, you can also define conditions – specific circumstances which define when the Trigger should trigger certain Actions to take place.  Setting conditions is accomplished by defining the fields, operators and values, which, if met, trigger those defined Actions.  To define conditions, first click “add conditions” or “edit conditions”.  Conditions are set by defining a combination of the following:

  • Field (field in the specified form)
  • Operator (less than, greater than, equal, contains, etc.)
  • Value (value that the field should be to meet the condition)

At the end of each condition, there is a Compare Fields check box. When checked, this will make the value field a dropdown of the fields of your form. This enables you to have the option to compare a field to a predefined value (by leaving the check box unchecked) or compare a field to another field (by checking the check box).

When defining conditions, remember that you can define multiple values at the same time.  For example, you could indicate that the Trigger could be “triggered” when the GPA recorded in the form is equal to a 3.5 OR a 3.6.  To note an OR condition when defining conditions do one of the following:

Field Operator Value
GPA Equal 3.5 OR 3.6
GPA Equal 3.5|3.6

Add Actions

Since Triggers represent the “If” in an If/Then scenario, you must also define the Actions that should be executed if the Trigger circumstances are met.  To do this, you must first add Actions.  Click the Add Action dropdown and you will have the option to create an Action or add an already existing Action. Next to the name of each Action that is added will be a button to remove that Action. When an Action is removed from this screen, it will reappear in the dropdown. Once the  Actions have been added, they are then “available” to be associated with Triggers.

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