Run Automations

This article shows you how to trigger automations with custom buttons. Apart from adding records in another form, you can also use custom buttons to trigger automations to perform configured actions, which streamlines your workflow and saves time and energy. For example, In task management, team members can click the custom button to claim tasks, and then the task status will be automatically changed to "In Progress". At the same time, there will be new task flow data in the task management table. In the meeting check-in, attendees can click the button to sign in at the personnel basic information table, and the attendance result will be synchronized to the check-in record table. In this article, we use "Event Check-in" as an example to show how to run automations through custom buttons.

Demonstration

Prerequisite

In this use case, we need to create two forms: Employee Information and Event Check-In forms. You can design the forms according to the following:

Employee Information form

Field Name and Field Type of this form are shown below:

Field Name	Field Type
Employee Name	Member
Age	Number
Gender	Radio
Date of Enrollment	Date&Time
Photo	Image
Head of Department	Single Select

Event Check-In form

Field Name and Field Type of this form are shown below:

Field Name	Field Type
Name	Member
Checked in at	Date&Time

How to Trigger Automations With Custom Buttons?

After designing the two forms, we can start configuring the custom button and automation.

Step 1 Adding Button(s)

1. Select a form, go to Extension > Custom Buttons, and click New.

Step 2 Designing Buttons

Through Button Style, you can customize the effect of a custom button, including Button Name and Style:

Button Name: the display name of the button, which can be set up to 50 characters. In this case, we name the button "Check-in".
Style: click the button under Style to customize the style, color, and icon.

Step 3 Configuring Conditions

1. Add Conditons.

Conditions are judgments set on the form data to ensure custom buttons are available only when the currently viewed data meets the conditions.

2. Set the Condition.

Click add, and the settings to be made are as follows.

Serial No.	Setting	Description
1	Relationships between multiple conditions	When there are various conditions, you can select all of or any of: All of: the relationship between various conditions is "and", and the custom button can be used only for the data that meets all the conditions. Any of: The relationship between multiple conditions is "or", and the custom button can be used for the data that meets any of the conditions.
2	Condition Field	Select the field in the main form, or a system field (Created User, Created Time, Updated Time).
3	Field Relationship	Depending on the type of the condition field, set up different field relationships, such as equals/does not equal, equals any/does not equal any, is empty/is not empty.
4	Field Value	Depending on the type of the condition field, you can select the field value of the data of this form, enter a custom value, or not fill it.

Step 4 Setting up Triggered Actions

After selecting Run Automation in Triggered Actions, you need to configure the following settings.

1. Set the second confirmation.

In order to avoid misuse by members, you can check the option "A second confirmation is required before execution". So, the member needs to click “OK” again to execute the corresponding operation.

2. Add an Automation.

Click +New Automation at the bottom of the Custom Buttons page, you will be automatically directed to the automation configuring page where you can set up the automation you have just added. Configure the automation according to the following.

Note:
1. The automation configuring page and Custom Buttons page are two separate pages. After designing the automation on the automation configuring page , you must switch to Custom Buttons page and click Save, through which the automation can be connnected with the custom button. Otherwise, the custom button won't work.
2. The automation triggered by custom buttons can't be copied. You can only edit or delete it.
3. You can manage the automations you created on the Extension or App Management page.

Step 5 Selecting Permission Set(s)

After saving the settings above, you can set the permission set in which the button can be used on the Select Permission Sets page.

Tick the permission sets that can use the button and click OK to save the settings.

Step 6 Displaying Button in the Table View

Go to Publish > To Members and click Other Settings> Custom Button in the permission set. A new pop-up will appear. Then Enable Display in Grid View(PC).

After enabling Display in Grid View(PC), the custom button will be displayed at the first line in the table view page.

At this point, we have configured the custom button and automation. When clicking the button of Check-in in the Employee Information form, the attendance result will be synchronized to the Event Check-in form.

Note:
After clicking the button, if the triggered execution of the automation takes too long, the button will be restored to the clickable state after 5min from the last click, and can be continued to be clicked to trigger the next execution (at the same time, it will not affect the continuation of the last execution of the automation).

When to Trigger Automations With Custom Buttons?

You can refer to the following passages for details on how to use the Automations Pro.

Use Case	Content Description	Passage Linkage
Attendance Management	Take the scenario of roll-call check-in as an example. This case describes how to trigger the Automations pro via a button to automate the execution of a series of actions to realize the addition, deletion, checking, and updating of data.	How to build an automated enrollment confirmation flow for your class registration form?
Sales Management	Taking sending an e-invoice as an example, this case describes how to trigger email notifications through custom buttons manually.	How to trigger an email notification via a custom button?

FAQ(s)

Q1: Can I connect more than one automation with a custom button?

A: No, a custom button can be connected to only one automation.

Q2: When I delete a custom button, will the automation connected with it be deleted too?

A: No, the automation will not be deleted. Only the connection between them will be deleted.

Q3: Can I see the trigger history of the automation?

A: Yes. You can go to the Custom Buttons page to see the trigger history. On this page, you can also edit, delete or enable the automation.

Q4: When I copy a custom button, will the automation connected with it be copied too?

A: No, the automation will not be copied. You need to create a new automation for the copied button.

I have finished reading. 🏆

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