Form Trigger - Jodoo

Introduction

Feature Overview

Form Trigger is one of the two trigger types. If form data or workflow status changes and the changes meet certain conditions, Automations Pro will perform certain actions as you set.

Scenario

Form Trigger is often applied to scenarios that demand an automatic response to data/workflow status changes in a form, thus improving the efficiency and accuracy of your business process. For example, this type of trigger can be used to automate business processes, update and synchronize data, send out notifications and reminders, and so on.

Scenario Name	Problem Statement	Problem Solving
Customer Management	How do I assign leads to corresponding sales reps?	Add as many as paths as needed in your automation and set conditions for each path. Then Automations Pro will take the path as you set.
Purchase Management	How does the system automatically start a purchase workflow after the workflow is approved by a supervisor?	At the trigger node, choose the trigger event When workflow flows to next node, and configure the event: When an approver approves a workflow, Automations Pro will perform certain actions.

Preview

For example, when you add a record in the Purchase Order form and the purchase application is approved, a new record will be added to the

How to Set

Creating an Automation

To create an automation,

1. Go to App Management > Automations.

2. Click New Automation in the upper-right corner.

3. Choose the trigger type Form Trigger, and select a triggering form.

4. Click OK.

Then you will be directed to the design page.

Note:

The triggering form should be from the current app.

Setting the Trigger

If form data or workflow status changes and the changes meet certain conditions, Automations Pro will be triggered.

Click the trigger node and set Trigger. For example, you choose the trigger event Update record.

Suppose you choose multiple trigger events. When any of the trigger events occurs and the updated data meets certain conditions, Automations Pro will run.

1. Set trigger events for a regular form.

Trigger Event	Description
Add record	Trigger Automations Pro when adding new records to the triggering form.
Update record	Trigger Automations Pro when updating the existing records in the triggering form. Note that the updated records should be within the specified range. Here are the details: Any Field: trigger Automations Pro when updating any field. Any Specified Field: trigger Automations Pro when updating any specified field.
Delete record	Trigger Automations Pro when deleting a record from the triggering form.

2. Set trigger events for a workflow form.

Trigger Event

Description

When workflow ends

Trigger Automations Pro when a workflow ends, including cases where a workflow is completed or manually ended.

Note: If the workflow automatically ends because you delete some data in the workflow, Automations Pro will not run.

When workflow flows to next node

Trigger Automations Pro when a workflow flows to a specified node and you submit or return the workflow at the node.

Here are the details:

1. Select a workflow node.

You can select nodes from an enabled workflow.
You can not select the start node, end node, child workflow node, CC node, and plugin node.

2. Suppose you select both Submit and Return as trigger events for a workflow node. Then when any of the two trigger events occurs, Automations Pro will run.

Submit: trigger Automations Pro when submitting workflows manually, automatically, or through API.
Return: trigger Automations Pro when returning workflows node manually, automatically, or through API.

Note:

1. A workflow will be automatically submitted when the workflow is overdue or when no approver is found.

2. If you do not enable Return at the selected workflow node, you can still tick Return and set the trigger logic: Automations Pro will run after you return the workflow at the node.

Note:

Suppose you add a condition. When the trigger event you set occurs, the condition will be validated first. If the condition is matched, Automations Pro will be triggered. Otherwise, Automations Pro will not.

Setting the Conditions (Optional)

After configuring Trigger, add a condition under Conditions. Automations Pro will be triggered only when the updated records meet the condition.

Click Add Condition. Then set the followings:

No.	Settings	Description
1	Logic among multiple conditions	When there are multiple conditions, choose one of the two types of logic: all of and any of: all of: the logic among multiple conditions is "and". Only when all the conditions are met can certain actions be performed. any of: the logic among multiple conditions is "or". When any of the conditions is met, certain actions can be performed.
2	Trigger fields	Select the fields in the triggering form: The supported field types include: form fields, Workflow Status, URL Parameter, and system fields (Created User, Created Time, and Updated Time) The unsupported field types include: Divider, Image, Attachment, Subform, Query Data, Select Data, Signature, Current User, and Current Approver
3	Filter rule	Use different filter rules based on the types of fields, such as equals, not equals to, equals to any, not equals to any, contains, does not contain, is empty, and is not empty.
4	Filter value	Determined by trigger fields and filter rule. A filter value can be single value, multiple values, options, text, or empty.

Note:

Suppose you choose Add record as one of your trigger events. When you set the conditions, Workflow Status cannot be selected as a trigger field.

After configuring the trigger node, go on to set action nodes. For details, see Action Nodes.

Notes

General Illustration

1. Automations Pro will not be triggered when you:

Import data
Batch update data
Batch delete data
Synchronize data from an output form to a form

2. If you choose a workflow form as the triggering form, and choose Workflow Status as the trigger field under Conditions, the logic is as follows:

If you choose Add record as a trigger event, Automation Pro will run based on the workflow status after you add a record. In the workflow shown below, to trigger Automations Pro by adding a record, you have to set the condition as "Workflow Status equals In Progress".

If you choose Update record as a trigger event, Automations Pro will run based on the workflow status after you update a record. In the workflow shown below, to trigger Automations Pro by updating a record, you have to set the condition as "Workflow Status equals Completed".

If you choose Workflow flows next node as a trigger event, Automations Pro will run based on the workflow status after a workflow flows. In the workflow shown below, to trigger Automations Pro by submitting a workflow, you have to set the condition as "Workflow Status equals Completed".

3. When a workflow flows from node to node, there may be data change (including adding and updating) and workflow status change. Therefore, both Automations Pro and Automations will be triggered when you do the followings:

Start workflows: submit data for the first time.
Only change data: only update data at the current node without submitting it to the next node.
Only change workflows: submit a workflow to the next node without updating data
Change both workflow and data: update data at the current node and submit it to the next node.

For Automations Pro and Automations, the logic and effect are different. Here are the details:

Types of Automations	Automations Pro	Automations
Trigger logic	The changes caused by workflow status and workflow form data will be handled separately. Trigger Automations Pro once specifically for data update. Trigger Automations Pro once specifically for status change. That is, if you make changes to both workflow form data and the workflow status simultaneously, Automations Pro will be triggered twice.	The changes caused by workflow status and workflow form data will be handled together. To be specific, if you make changes to both workflow form data and the workflow status simultaneously, Automations Pro will be triggered only once.
Trigger event	Support the following trigger events: Events that occur in a form: Add record Update record Delete record Events that occur in a workflow form: Workflow ends Workflow flows to next node	Only support events that occur in a form: Add record Update record Delete record
Trigger effect	Starting a workflow can be seen as an Add record event. Moreover, other workflow changes at workflow nodes can been seen as: The Update record event Events that occur in a workflow form The Update record event, and events that occur in a workflow form	Starting a workflow can be seen as an Add record event. Other workflow changes at workflow nodes can been seen as Add record events.
Effect examples	Only modifying data, then the Automation Pro whose trigger action is When Modifying Data will be triggered Only changing workflow nodes, then the Automation Pro whose trigger action is When Workflow Changes will be triggered Modifying data and changing workflow nodes at the same time, then Automation Pro will be triggered twice	No matter it is only modifying data, only changing the workflow or having these two actions at the same time, it is considered a modifying action, so the Automation Pro whose trigger action is When Modifying Data will be triggered once

Special Illustration for Workflow Events

The workflow settings do not affect the configuration of Automations Pro. Suppose you choose a workflow event as a trigger. When you make any change to the workflow settings (such as switching the workflow form to a regular form, enabling/disabling the Return feature, or changing workflow versions, the trigger logic of Automations Pro will not be affected. Here are the details:

The configuration of Automations Pro remains unaffected by changes made to the workflow settings. If you select a workflow event as a trigger, changes to the workflow settings (such as switching from a workflow form to a regular form, enabling/disabling the Return feature, or changing the workflow version) will not impact the trigger logic of Automations Pro. Here are the details:

1. Switch from a workflow form to a regular form.

After switching from a workflow form to a regular form, you cannot choose trigger events that are exclusive to workflow forms to trigger Automations Pro. When you check the configurations of Automations Pro:

You cannot see workflow events, but your previous configurations will be saved.
After switching back to a workflow form, the previous configurations will be restored. And you can choose workflow events again to trigger Automations Pro.

2. Enable/disable the Return feature.

Suppose you choose When workflow flows to next node as the trigger event. Even if you do not enable the Return feature at a workflow node, you can still select the workflow node and tick Return when configuring the trigger event. Then set the trigger logic: Automations Pro will be triggered when you return the workflow at the selected workflow node.

Suppose you have enabled Return at the selected workflow node. When you return the workflow at the node, and certain conditions are met, Automations Pro will be triggered.

3. Change the workflow version.

After you choose When workflow flows to next node as the trigger event, Automations Pro will be associated with the node ID of the selected workflow node. After changing the workflow version (for example, from V1 to V2):

If the node ID still exists in V2, then Automations Pro can still be associated the corresponding node. The node name will be synchronized.
If the node ID does not exist in V2 any more, then Automations Pro will retain the configurations of the node ID. When you switch back to V1, Automations Pro will be associated with the node ID and synchronize the node name.

During the switching processes above, if Automations Pro can be associated with the corresponding node: When a trigger event occurs as you set and certain conditions are met, Automations Pro will be triggered.