How do I set Event Based and Time Based Triggers?

Updated on September 6, 2019 02:20AM by Admin

A trigger is a trading rule that performs actions based on an event. Anything that signals an action when an event occurs is a trigger event. Apptivo Triggers allows you to perform automated actions like triggering an email or updating an attribute based on a particular criterion. This feature is available in the following apps: Cases, Contacts, Contracts, Customers, Leads, Opportunities, Work Orders, Projects, Target, Sales Receipt, Purchase orders, Items, Invoice, and Supplier Invoice.

With triggers, you are able to specify exactly how automation will be initiated. You can add multiple triggering conditions so that the same automation is initiated for multiple events.

Apptivo apps allow setting two types of triggers. They are listed as follows:

  1. Event Based
  2. Time Based

Event Based Triggers

The Event Based Triggers in the App are initiated when we have to execute an action after the occurrence of a certain event. Event Based Triggers are built upon concerning three major events in the object.

  • Create
  • Update
  • Delete

Once trigger criteria are set, these are the automatic actions that can be triggered:

  • Send Email - An email can be triggered to the Referred By, Assigned To, Customer, Employee or a Team.
  • Update Attribute - Updates a particular attribute value.
  • Update Associated Object Attributes - Updates the attribute values of its associated objects.
  • Call a Webhook URL

Note: More than one action can be added for a trigger.

Time-Based Triggers

The Time Based Triggers in the App are initiated when we have to perform an action for a repeated number of times or just once, based on a condition. This lets you automate the action, whenever the specified criteria are met.

Time Based Triggers are built upon concerning two execution frequency. They are:

  • One Time - You could set one time trigger
  • Recurring - You could set repetitive trigger

For Instance: Let us consider creating Triggers in Estimates App

Steps to Create an Event-Based and Time-Based Trigger

  1. Log in and access Estimates App from your Universal navigation menu bar
  2. Click on “More (...)” icon -> “Settings” -> “Estimates” -> “Triggers”.
    • For Event Based: Select “Event-Based” triggers option. Click on “Create”.
    • For Time Based: Select “Time Based” triggers option. Click on “Create”.
      Event Based Trigger
  3. In the creation page, define the following:
    • Name - Enter the name of the event based trigger.
    • Enabled - Slide the toggle ON, to keep this trigger working.
    • For Event Based: Event - Select “Estimate Created” by checking on the radio button.
      Create Trigger for Event
    • For Time Based: Execution Frequency - Select “Recurring” by checking on the radio button and fill in the values for the respective dropdown.
      Create Trigger for Time
  4. In the “Criteria” section, define the criteria as “Estimate Status = Created”, by selecting the required attributes from the drop down.

Send Email

For instance: Consider an employee (Luke Martin), who wants to trigger an email to a customer, whenever an estimate is created (“Status = Created”). Using this example lets take a quick walk through the steps to create Event-based Trigger in Apptivo Estimate App.

  • In the “Action” section, select “Send Email” in “Add” Dropdown.
  • To Create External Email popup will be displayed. Select “Trigger To” as “Customer”.
  • Click on “Create”.
  • So, now whenever an Estimate is with "Status = Created", an email will be triggered to the Customer.
    Send Email

Update Attribute

For instance: Consider an employee, who wants to Update the Estimate Date, whenever an estimate is created (“Status = Created”).

  • In the “Action” section, select “Update Attribute” in “Add” Dropdown.
  • To Create Trigger Action popup will be displayed. Select “Attribute” and “Value”.
  • Click on “Create”.
  • So, now whenever an Estimate is with "Status = Created", Estimate will be Updated as Now.
    Create Trigger Action