Automations are a powerful feature designed to streamline your workflow and reduce manual tasks. This article will guide you through the process of setting up and managing Automations within your company settings.
Accessing the Automations Tab
Navigate to Administration:
Go to the Administration section in your company settings.
Look for the Automations tab, which will be available once the feature is enabled for your account.
Overview of the Automations Page:
On the Automations page, you will see a list of all the Automations you have created.
Each Automation will display its name, the triggers and actions it uses, and a history of its effects and edits.
The history section will also show who made any changes to the Automation.
Creating a New Automation
Initiate a New Automation:
Click the New Automation button to start creating a new rule.
Enter a descriptive name for your Automation. For example, "When account status moves to cancel, cancel gear orders."
Define the Trigger:
The trigger is the event that will activate your Automation.
For our example, the trigger is "When account status changes from closed to cancelled."
You will need to specify both the "from" and "to" statuses to prevent infinite loops.
Set the Action:
The action is what will happen when the trigger is activated.
In our example, the action is to "Set all associated gear orders to cancel."
This ensures that you don’t have to manually cancel each gear order and remove reservations.
Managing Automations
Toggling Automations:
You can enable or disable an Automation by toggling the switch next to its name.
This allows you to control when the Automation is active without deleting it.
Editing and Deleting Automations:
Use the three dots menu next to each Automation to access additional options.
You can edit the Automation to make changes to its trigger or action.
You can also delete an Automation if it is no longer needed.
The duplicate option allows you to create a copy of an existing Automation, making it easier to set up similar rules.
Additional Tips and Best Practices
Preventing Infinite Loops:
Always specify both the "from" and "to" statuses in your triggers to avoid creating infinite loops.
For example, if you set an Automation to trigger when an account status changes from any status to cancelled, ensure that the action does not inadvertently change the status back to a state that would trigger the Automation again.
Exploring Different Triggers and Actions:
There are various triggers and actions available, such as "When a new event is created" or "Set the status to new."
Experiment with different combinations to automate a wide range of tasks.
Automations can significantly enhance your workflow by automating repetitive tasks and ensuring consistency across your operations. By following the steps outlined in this guide, you can create and manage Automations that meet your specific needs.