Getting Started with Automation

Setting the rules has been never done easier and more elegant. The new section in your Workiom, the Automation design page, lets you play with cards to create a flow chart, your new rule. Simple and fun, like a board game.

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Transcript



To start a new automation task, just click on the Automation button as showed below:



The automation consists of:

a Trigger — it is the rule that causes the workflow process to start.
a Condition — it specifies an additional condition to trigger the workflow.
an Action (Task) — it is the actual task to be performed if the workflow is triggered and the condition is met.


Let's dig a bit into details.
Triggers. There are three types of them.

Record Created — triggers the automation when a record is created in a list. The only configuration for this trigger is to choose which list we will monitor for new record creation. In the example below, the automation is triggered every time there is a new record in Contacts list.


Value Changed — works when a specific field in a record gets changed. To configure this trigger, we need to choose the list and the field to be monitored for a change. In the example below the record is triggered whenever the Lead Status of a Contact is changed.

note: in addition to this trigger, you can add a condition that says only trigger this automation if the Lead Status is changed to ''Done''


Time Trigger — sets action when a record's time value is reached (like an approaching deadline). Setting a time trigger, we need to specify the list, a date field and the date offset. In the example below, the automation will be triggered 3 days before the End Date of each Deal.

note: the first box of the date offset is for adding days and the second one is for hours. by leaving the days box empty and filling the hours box, you can trigger the automation hours before a date & time field value.



Conditions -- This card is optional. Use it when you need to specify any formula expression. That's where our easy-to-operate Workiom's formula language comes in handy.

The result of the formula you added should be a True or False value. Plainly speaking, if the condition works, the workflow is triggered, otherwise, it is not.

In the example below, the automation will be triggered only if the Deal Status is ''New''.


Actions -- We started with five options, the names speak for themselves:

  • Create Record : You can create a new record in any list on your workspace, it can be from a different app too.. Choose the app and the list, you will be asked to map some fields of the new record. Mapping the fields, you have 2 options for each field, either a static value or a dynamic value. 'Static' option is for the fields where you want to add the same value for each newly created record. Whereas 'Dynamic' option can take the value from the record that triggered the automation. In the example below, we are creating a Meeting record for each new deal, by setting the Title of the meeting as static, the date of the meeting as the Start Date of the deal, Status of the meeting as 'Planned' and the Contacts for the meeting as the same as the Contact of the Deal.

  • Update Linked Record : If the triggering list you determined has linked list fields in it, you can add an 'Update Linked Record' action for the automation. After choosing the linked list field that we want to make changes in the records, we will be shown the list of the fields in the linked list for mapping the changes. In the example below, we update the related Company's 'Status' to 'Customer' whenever a deal is closed successfully.

There are 3 more actions that you can learn more about by clicking on the title to open the articles about them:



With the Automation feature, all processes and workflow can be automated reducing human errors, saving time and money. Start experimenting right away to get a better understanding of what's possible.

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