Run Automations refers to triggering the bound Automations Pro when clicking a custom button. This action automatically performs a series of operations, enabling automatic data updates and maintenance.
When to use it?
In attendance management, the manager can take a roll call based on the personnel information table and, by clicking the button, synchronize the attendance results to the check-in record table.
In inventory management, for products in the inventory table that fall below a threshold, clicking the button will automatically generate a corresponding purchase order.
In task management, team members can click to claim tasks in the task pool, and upon claiming, the task status will automatically change to "In Progress." Additionally, a new task flow record will be added to the task management table.
What Does It Look Like?
For the attendance scenario, after clicking the "Check-in" button, the Automations Pro will be triggered to synchronize the corresponding attendance results into the Check-in Table.
Note: When using the button, members must have the corresponding data permissions; otherwise, they will not be able to add data via the custom button.
How to Trigger Automations With Custom Buttons?
Step 1 Adding Button(s)
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 Setting Display Positions
Run Automations only supports the "Operate on a single data entry" type. The button is displayed on each individual data entry. Under this type, three display positions can be configured to meet different operational needs:
Display Position | Description |
Details Page | Enabled by default and cannot be deselected. Once enabled, the button will appear in the top-right corner of the record detail page. |
Grid View | When enabled, the button will appear in all the following view types within the permission group:
|
Batch Operation Toolbar(currently not supported on mobile devices) | When records are selected in permission group views (Grid, Kanban, or Gallery), the button will appear in the toolbar and can be used to trigger actions on the selected records in bulk. |
Step 4 Configuring Conditions
Conditions are set as judgment criteria for form data, ensuring that the custom button can only be used when the data currently being viewed meets the specified conditions.
Click "+Add" to set the following items:
No. | Setting Item | Description |
1 | Relationship Between Multiple Conditions | When multiple available conditions are present, you can choose whether to meet "all of" or "any of" the conditions:
|
2 | Condition Field | Select fields from the main form or system fields. |
3 | Field Relationship | Set different field relationships based on the type of the condition field, such as equals to/does not equal, equals to any/does not equal to any, contains/does not contain, is empty/not empty. |
4 | Field Value | Based on the type of the condition field, choose values from this form's data fields, custom field values, etc. |
If the data currently being viewed does not meet the conditions, the custom button will be unavailable. You can set the display status of the button when it is unavailable according to your needs:
Hide Button: Default behavior, the button will not be displayed when conditions are not met.
Show Unclickable Button: The button will be visible, but members will not be able to click it.
Note: This setting does not apply to buttons in the "Batch Operation Toolbar." After selecting data, the button will always be displayed in the toolbar.
When the button display status is set to "Show Unclickable Button" you can customize the tooltip to explain the specific reason why the button is currently unavailable. After setting this up, when the button is unavailable, members can hover over the button to view the tip information.
Note: On Mobile, members should click the button to view the tooltip.
Step 5 Running this automation
After choosing"Run Automations" in the Triggered Action, the following settings will be displayed.
1.A second confirmation is required before the execution
To prevent accidental triggers by members, you can enable the option. Once enabled, members will be prompted to click "Confirm" again after clicking the initial button to execute the action. As shown in the image below:
2. Create New Automation
Click the "New Automation" button to enter the Automation Pro design page. From there, you can design subsequent nodes based on your specific requirements.
When designing Automation Pro, the process is identical to the standard version, with the exception of the following three points:
Node Limit: A maximum of 50 nodes can be added (Trigger and End nodes are not included in the count).
Execution Nodes: The "Generate Print File" and "Send Message" nodes are not supported.
Trigger Nodes: When invoking trigger data, in addition to field values, the "Triggered By" and "Trigger Time" fields can also be called in the following scenarios:
Invocation Scenarios | Supported Execution Nodes |
Field Assignment | Add Data, Modify Data |
Filter Condition Right-hand Value (content to the right of the "=") | Modify Data, Delete Data, Query Single/Multiple Data, Condition Branch |
Match/Modify Condition Right-hand Value | Modify Data |
Formula Calculation | Calculation Node |
Plugin Parameters | Plugin Node |
Notes:
When a Custom Button in a specific data record is clicked, that record will serve as the "Trigger Data" for subsequent execution nodes.
Buttons on the "Batch Operation Toolbar" do not support the execution of "Page Operation" nodes. Execution will fail if such a node is encountered.
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 the Custom Buttons page and click Save, through which the automation can be connected 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 6 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.
Select the permission groups that need to use the button and click Complete. Alternatively, you can click Set Up Later to skip defining the scope of use for now.
Note: After designing the Automation Pro, you must return to the Custom Button settings page to save the button configurations. Failure to do so will prevent the Smart Assistant Pro from binding to the button, meaning it cannot be triggered by the button, nor can the trigger action be switched to others.
Step 7 Configuring additional settings
Once the automation is created and the button settings are saved, a binding relationship is automatically established. You can then edit, view Execution Logs, delete, or enable/disable the linked automation directly from the button settings page.
Note:
Each Custom Button can only be bound to one Automation Pro.
Deleting a custom button will only remove the binding relationship; it will not delete the Automation Pro itself.
More To Know
When copying a custom button, the associated Automation Pro will not be duplicated. You must create a new one for the copied button.
Automation Pros created via custom buttons are consistent with standard versions and can be managed collectively under "Extended Functions" or "App Administration." However, these assistants cannot be copied; only Edit and Delete operations are supported.
If the triggered Automation Pro takes an extended time to execute, the button will return to its clickable state 5 minutes after the last click. This allows you to trigger a new execution without affecting the ongoing process of the previous one.
For other configurations, such as adjusting the Permission Scope or Button Location (e.g., in Grid View), please refer to: Custom Buttons.
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