How to leverage some automation examples

Our system allows you to combine 15 triggers with 16 actions, bringing it to a minimum of 240 automations possible with the tool in order to automate your business workflows. 

However, we know that sometimes it's a bit challenging to map out the exact type of automation workflow you want, so here are a few examples you can leverage today. These are just suggestions. 

 

Scenario 1: Notifying an end-user when a team member invites them to start the process

Suggested Trigger	When a contact is invited to start an application
Suggested Action	Notify concerned contact (when applicable)

 

 

Scenario 2: Notifying an end-user when they register through a portal link

Suggested Trigger	When a contact registers on a portal
Suggested Action	Notify concerned contact (when applicable)

 

Scenario 3: Notifying an end-user when someone from your team sends a message to them

Suggested Trigger	When a message is sent to a stakeholder
Suggested Action	Notify concerned contact (when applicable)

 

Scenario 4: Sending a reminder to an end-user, so they complete the application on time

Recommendation	Adding a due date to your process. See here
Suggested Trigger	When an application is created
Suggested Pause	Wait 3 days
Suggested Condition	Missing items > 1
Suggestion Action	Notify concerned contact

Scenario 5: Notifying a team member for approval when a specific step in the checklist is completed 

Suggested Trigger	When a new status step is updated in the checklist to 'pending review' (A form in this example)
Suggested Action	Notify team member

 

Scenario 6: Notifying a team member when another team member completes an internal task associated with the process

Recommendation	List internal tasks in the process Todo section. Learn more here
Suggested Trigger	When an application task is completed
Suggested Action	Notify Team member
Suggested Trigger	When another application task is completed
Suggested Action	Notify another Team member

Scenario 7: Progressing an application, once a team member completes an internal task and notifying the end-user

Recommendation	List internal tasks in the process Todo section. Learn more here
Suggested Trigger	When an application task is completed
Suggested Action	Progress an application
Suggested Pause	Wait 2 days
Suggested action	Notify several stakeholders

Scenario 8: Checking if an application is completed at due date, if not, sending a reminder to end-user

Recommendation	Adding a due date to your process. See here
Suggested Trigger	When an application is created
Suggested Pause	Wait until 1 day before application due date
Suggested Condition	Check if there is any missing item
Suggested Action	Notify several stakeholders

 

Scenario 9: Creating a shortcut button to send with one click a reminder to an end-user

Suggested Trigger	When a shortcut button is clicked
Suggested Action	Notify several stakeholders

Scenario 10: Sending a reminder to complete an application to end-users every 5 days

Suggested Trigger	When an application is created
Suggested Pause	Wait 5 days
Suggested Condition	Check if there is any missing item
Suggested Action	Notify several stakeholders (if missing items)
Suggested Pause	Wait 5 days
Suggested Condition	Check if there is any missing item
Suggested Action	Notify several stakeholders (if missing items)
Suggested Pause	Wait 5 days
And so on...

 

Scenario 11: Launching a second workflow upon completion of a first workflow by an end -user

Recommendation	You'll need to have in mind the 2 processes you want to connect. And also use merge fields  in the recipient's related fields.
Suggested Trigger	When an application progress stage is updated
Suggested Action	Create a new application
Suggested Action	Notify several stakeholders (only if the second process doesn't have an invitation email)

Scenario 12: Assigning & notifying automatically a stakeholder so they can take action

Recommendation	List all stakeholders potentially involved in your process first. And also collect Fname, Lname & email addresses of related stakeholders (if not known already) in a form so you can use merge fields to fill out this info in the action below.
Suggested Trigger	When a step status is updated in the checklist (Eg. When a form is filled out)
Suggested Action	Assign a new stakeholder
Suggested Action	Notify several stakeholders

Scenario 13: Tagging automatically incoming applications to facilitate team review

Recommendation	Create a list of tags first
Suggested Trigger	When a contact clicks on button <I've finished>
Suggested Condition	And the answer to a form question is 'X'
Suggested Action	Apply tags to application
Suggested Action	Notify specific team members

 

Scenario 14: Notifying a team member when another team member completes some internal tasks associated with the process

Recommendation	List internal tasks in the process Todo section. Learn more here
Suggested Trigger	When one or several application tasks are completed
Suggested Action	Notify Team member

 

Scenario 15: Auto-triggering various processes based on a form field answer ( from an initial process)

Recommendation	Having already in mind the list of processes and associated form fields
Suggested Trigger	When the new status of application is Closed
Suggested Condition	Form value is 'XYZ'
Suggested Action	Start a new application
Suggested Condition	Another form value is 'ABC'
Suggestion Action	Start a new application
And so on...

 

Scenario 16 : Assign a record to a person based on a location 

Suggested Trigger	When an application is created
Suggested Condition	When the value of the form field is equal to "Normandy
Suggested Action	Change the person in charge of the application

 

Scenario 17 : Add the contract to be signed after filling out the form.

Suggested Trigger	When the status of the "Form" step becomes approved
Suggested Action	Generate the files for the "sign the contract" steps

Scenario 18 : Modify the closing date following a pre-validation.

Suggested Trigger	When the status of the application becomes "pre-approved"
Suggested action	Change the deadline of the file

Scenario 19 : Pre-validate a file and notify the concerned contributor. 

Suggested Trigger	When a stakeholder is asked to complete an application
Suggested Action	Notify the concerned stakeholder
Suggested Condition	The status of the element "information sheet to be filled" is equal to "in progress".
Suggested Action	Pre-validate the steps

Scenario 20 : Name the application according to the full name of the client

Suggested Trigger	When an application is created
Suggested Action	Change the application title to the full name of the contact: {CONTACT_FULLNAME}

Scenario 21 : Make a reminder by clicking on a custom button. 

Suggested Trigger	When clicking on the custom "Send Reminder" button
Suggested action	Notify stakeholders

Scenario 22 : Notify a contributor when a task of a specific step has been completed.

Suggested Trigger	When the "validate" task of the "identity card" step has been completed
Suggested Action	Change the status of the application to "pre-approved
Suggested Action	Notify the concerned stakeholder

Scenario 23 : Modify the visibility of a step based on the validation of an element of the application.

Suggested condition	When the "form" is approved
If yes: Suggested action	Modify the visibility of a step by stakeholders
If no: Suggested pause	Wait up to 2 days before the deadline of the stage
Suggested action	Notify the person responsible for the application

Scenario 24 : Change the application title according to the company name

Suggested Trigger	When an application is created
Suggested Action	Rename application : {CONTACT_COMPANY}

Scenario 25 : Rename the application according to the creation date.

Suggested Trigger	When an application is created
Suggested Action	Rename application :  {DOSSIER_CREATED_AT}

Scenario 26 : Notify when a message is sent to a stakeholder.

Suggested Trigger	When a message is sent to a stakeholder (primary)
Suggested Action	Notify concerned contact (when applicable)

Scenario 27 : Automatically pre-validate a step when an attachment is submitted. 

Suggested Trigger	When an attachment is added to a live application
Suggested Action	Prevalidate items

Scenario 28 : Notify stakeholders when the application’s owner changes and the application is already in progress.

Suggested Trigger	When the owner of the application is changed
Suggested Condition	The status of application equals to “in progress”
Suggested Action	Notify concerned contact

Scenario 29 : Changing the status of the chacklist when a new step is created. 

Suggested Trigger	When a new step is added to the application checklist
Suggested Condition	Status of application equals to “pre-approved”
Suggested Action	Change status of application to “in progress”

Scenario 30 : Notifying the application’s manager after a step status change.

Suggested Trigger	When a step status is updated in the checklist
Suggested Pause	Wait until 1 day after this event
Suggested Action	Notify the owner of application

Scenario 31 : If information is missing, rename the application according to another information. 

Suggested Condition	The value of expression {CONTACT_FULLNAME} is empty
Suggested Action	Rename application with a new title : {CONTACT_COMPANY}

Scenario 32 : Change the status of the "pre-approved" application if an element of the application is not approved.

Suggested Trigger	When an application is pre-validated
Suggested Condition	The status of item “Identity card” is not equal to “approved”
Suggested Action	Update application status to “In progress”

 

Scenario 33 : Change the status of an application  when the secondary stakeholder clicks on the "I've finished" button. 

Suggested Trigger	When a contact click on button  < I’ve finished >
Suggested Condition	Status of application is not equal to “Pre-approved”
Suggested Action	Update application status

Scenario 34 : Notify the  manager one day after the case status update.

Suggested Trigger	When an application progress stage is updated
Suggested Pause	Wait until 1 day after this event
Suggested Action	Notify owner of application

Scenario 35 : If the status of the application  is in the initial stage, notify the manager two days after the change.

Suggested Trigger	When a contact registers on a portal
Suggested Condition	The stage of this application equal to “Under Review”
Suggested Pause	Wait until 2 days after this event
Suggested Action	Notify owner of application