How automations work in Clustdoc – Clustdoc

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In this article we will discuss the topics below, scroll to the right section to keep reading.

1. The power of automation

2. How to create an automation

3. Triggers

4. The actions

5. Other options: Conditions & Pauses

6. Examples of automation you can copy today

1.The power of Automations

Automations are a powerful tool when it comes to triggering notifications or specific actions. Here are all the things you can achieve automatically using Clustdoc automation feature. You can combine the triggers and actions below to automate your work.

You can create simple automation or multi-steps automation. A simple automation would require at least a "trigger" and an "action, a more complex automation may include "conditions' and "pauses' as well.

We're showing in this article an example of automation: automatically assigning a stakeholder

2.How to create an automation

Go to Resources>Processes
Select one of your processes
From the sidebar, click on Automation
Click on the New automation blue button to get started,
Name your automation and click confirm. You'll land on the builder
Drag and Drop the automation buckets from the sidebar menu

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3. List of Triggers you can use

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Trigger	Explanation
When a contact is invited to start an application	When someone from your team invites a contact to start or join a process
When a contact registers on a portal	When someone online registers on one of your portals to start a process
When a contact clicks on button <I’ve finished>	Your end-user may click this button to let you that the submission made through the application is ready for approval.
When an application is created	Applications can be created manually (invite), automatically (portal or API)
When an application status is updated	Your application would progress from missing to Ongoing right after one of your contact completes the checklist for example. Status refers to system statuses (not customizable)
When an application progress stage is updated	This relates to custom stage that you can define based on your needs. For example, the application would progress from Onboarding docs to Audit pending
When an application task has been completed	This relates to the team todo list being completed. For example, if you've listed several tasks that must be completed by team members during the review phase.
When a step status is updated in the checklist	Eg: Valid ID moves from missing to pending review
When a step progress stage is updated	This relates to custom stage that you can define based on your needs for each step of your checklist. For example, the ID you've listed in your checklist would progress from ID OK to Sent to Compliance
When a step task is completed	This relates to the internal todo being completed for a specific step of the onboarding process. Eg. On a form that needs to be filled, a user could mark the task form printed as completed
When a new step is added to the application checklist	This means that you would trigger an automation based on when you request additional items as part of your checklist.
When a message is sent to an end-user
When an attachment is added to a live application	For example, if you attached a brochure to an existing application
When a shortcut button is clicked	Shortcut buttons are added on the application page header. Read this

4. List of Actions you can leverage

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Action	Explanation
Notify concerned contact (when applicable)	Eg. 'Concerned contact' is the person already mentioned in your triggers. If your trigger doesn't include a notion of Contact, use the action below instead.
Notify owner of application	Will send an email of the team member who is assigned as the owner of the application
Notify several stakeholders	Eg. You'll select which person(s) must be notified based on your trigger
Notify team members	Will send an email to other team members
Notify specific email addresses	Eg. You'll list which emails should get notified here (if they don't have access to Clustdoc, they may not be able to see the content you're planning to share)
Update application status	Eg: Move application from 'On going' to 'Closed'
Progress application to custom stage	Eg. Move application to a stage you created
Update application deadline	Eg. Extends deadline by X additional days
Assign a stakeholder	Create a new stakeholder automatically
Apply tags to applications	Applies tag 'VIP clients' to related application
Export application to an email	Will send the content of an application to an external email as a ZIP or Unique PDF
Update step status in checklist	Eg. Marks step as 'Approved'
Update step custom stage in the checklist	Will progress a step within the checklist from stage A to stage B
Generate step files	Will force the creation of any step-related file in the admin interface
Start a new application	Launch a new process with the same contact as current application or someone else

5. Additional Settings: Conditions & Pauses

To take your workflow automation to the next level, you can also leverage additional parameters such as conditions and pauses. Let more below.

Conditions

They allow you to run your automation workflow once a specific condition is met. E.g; send an email to Compliance director if the form field called 'Number of company employees ' is above '50'.

Pauses

A pause allows you to add some buffer time in your workflows. This way, you can also use time as one factor for triggering a specific flow. E.g; When an application is created, wait 1 day before sending a welcome message.

5. Test automations with pause

Sometimes, you need to build an automation which includes a Pause step but you don't want to wait several days to see if it works.

Eg: Send a reminder 3 days before the deadline of the application.

We have built a tool that allows you simulate these automation.

Here is the test link you can use : https://clustdoc.com/test/execute-automations/YYYY-MM-DD/APPLICATION_ID

Eg: https://clustdoc.com/test/execute-automations/2021-10-12/274578965

This link will simulate the execution of any automation action planned on the provided date. For instance, if your application ID is 111111, your deadline is 2022-10-21 and you want to send a reminder 3 days before, open the link https://clustdoc.com/test/execute-automations/2021-10-07/111111 . Any action linked to the Pause step in your automation will be executed.

6. Automation examples you could leverage today

Check out this article where we list some of our best automation examples. Use these to create yours!