Automation
Automation
How to set up Automation
Step 1:
Click on “Forms” and the form you would like to add automation to. Then, the “Automation” button would be enabled on top.
Step 2:
Click on “Add Automation”.
Step 3:
Fill in the Automation Name with a meaningful name for the automation.
Step 4:
Click on Event Type and there would be a list of events to pick from.
Step 5:
Under the Conditions section, we define when the automation will meet the condition to activate.
Step 6:
Now you can define what actions the automation will use after the conditions are fulfilled. Please note that you can fill in up to 10 actions for a single automation.
Step 7:
You can set a time for the action schedule. Please take note that this is only valid for Send Email, Send Notifications and Send SMS actions.
How to use Automation:
Contents Page (Automation Types)
Send Email
| Send an email to target recipient complete with subject. |
Step 1: Skip this step if you have already configured your SMTP settings. An SMTP Server is required.
If you do not have an SMTP relay/server, please check out this article: How to Setup SMTP settings, on how to configure your SMTP settings before moving on.
Step 2: Select “Send email” as Action Type as shown below.
Step 3: Fill in the pop up box that appears with all the necessary fields, and press the “Save” button.
Result: After this action is activated, an email will be sent to the recipient email.
Send Notification
| Send a notification through JET Workflow app |
Step 1: Select “Send Notification” as Action Type as shown below.
Step 2: Fill in the pop up box that appears with all the field with a notification text in the field, and press the “Save” button.
The format of the field should be as follows:
[Email]###[Message Content]
Result: After this action is activated, you will receive a notification in the JET app.
Activate Popup Dialog
| This allows you to customize a message popup for the user to see |
Step 1: Select “Activate a Pop Up Dialog” as Action Type as shown below.
Step2: Click on Builder
Result: the popup will appear when the conditions for the automation is fufilled.
Auto Create New Record
| Creation of new record |
Step 1: Select “Auto Create new record” as Action Type as shown below.
Step 2: Fill in the “Action” field, and press the “Save” button.
The format of the field should be as follows:
formID=[Form ID of choice] SET [Field Name 1]=[Value];[Field Name 2]=[Value] ...
Result: After this action is activated, a record will be added to the form of choice, defined by the formID.
Auto Update Existing Record
| Update of Existing Record |
Step 1: Select “Auto Update Existing Record” as Action Type as shown below.
Step 2: Fill in the “Action” field, and press the “Save” button.
The format of the field should be as follows:
formID=[Form ID of choice];[Field Name 2]=[Value] SET [Field Name 1]=[Value];[Field Name 2]={fieldx} ...
Result: After this action is activated, a record will be updated with new field values in the form of choice, defined by the formID.
Auto Update Existing Record (All fields)
| Update of all fields in Existing Record |
Step 1: Select “Auto Update Existing Record (All fields)” as Action Type as shown below.
Step 2: Fill in the “Action” field, and press the “Save” button.
The format of the field should be as follows:
formID=[Form ID of choice];[Field Name 2]=[Value] ...
Result: After this action is activated, a record will be updated with all the field values from the original form in the form of choice, defined by the formID.
Auto Delete existing records
| Delete of Existing Record |
Step 1: Select “Auto Delete Existing Records” as Action Type as shown below.
Step 2: Fill in the “Action” field, and press the “Save” button.
The format of the field should be as follows:
formID=[Form ID of choice];[Field Name 2]=[Value] ...
Result: After this action is activated, the target record will be deleted.
Move record to form
Step 1: Select “Move record to form” as Action Type as shown below.
Step 2: Select the form that you would like to move to in the popup that appears. Alternatively, type:
formID=[formID of form of choice]
into the Action field.
Step 3: Your Action should now look something like this. Click the “Save” button.
Note: The fields in the form that activates this action should have the same field names as the fields in the target form. The fields of the original form that do not match the fields of the target form will be left blank in the moved record.
Result: After this action is activated, a record will be moved to the form of choice, defined by the formID.
Copy record to form
Step 1: Select “Copy record to form” as Action Type as shown below.
Step 2: Select the form that you would like to copy to in the popup that appears. Alternatively, type:
formID=[formID of form of choice]
into the Action field.
Step 3: Your Action should now look something like this. Click the “Save” button.
Note: The fields in the form that activates this action should have the same field names as the fields in the target form. The fields of the original form that do not match the fields of the target form will be left blank in the copied record.
Result: After this action is activated, a record will be copied to the form of choice, defined by the formID.
Auto Delete all Records
Step 1: Select “Auto Delete All Records” as Action Type as shown below.
Step 2: Select the form that you would like to delete all records from in the popup that appears. Alternatively, type:
formID=[formID of form of choice]
into the Action field.
Step 3: Your Action should now look something like this. Click the “Save” button.
Result: After the action is activated, the form has no more records left.
Http request
| Sends a GET request to a URL of choice. |
Step 1: Select “Send GET Request” or “Send POST Request” as Action Type as shown below.
Step 2: Fill in the pop up box that appears with a valid URL in the field, and press the “Save” button.
The fields should be in the format of:
http://URL/path/?fieldA={field1}&fieldB={field5}
, where the data sent is in the format of:
{
"fieldA": {field1},
"fieldB": {field5}
}
Result: After this action is activated, a GET or POST request will be sent to the URL with the data supplied.
Find: How to find Form IDs
Step 1: On the Automations page, click on the “Add Automation” button on the top right corner.
Step 2: The Form IDs of your forms will be displayed on the top left side of the popup.
Result: From the above example, we can see that the IDs of the forms are labelled beside the assigned form in the format:
[Form Name] - [Form ID]
Note: Currently there is no other way to access form IDs.
