How do I set Event Based and Time Based Triggers?

Updated on July 7, 2020 02:13AM 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:

    • Event Based
    • Time Based

Event Based Triggers

The Event Based Triggers in the Apps 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

Time-Based Triggers

The Time Based Triggers in the Apps 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
  • 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
    • Create Note
    • Create Event
    • Create Task
    • Email Sequence Action

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

For Instance: Consider creating Triggers in the Estimates App

Steps to Create an Event-Based Trigger

  • Log in and access Estimates App from your Universal navigation menu bar.
  • Click on “More (...)” icon -> “Settings” -> “Estimates” -> “Triggers”. Select Create to create a new trigger.
Settings

  • In the Create Trigger page, define the following:
    • Name - Enter the name of the event-based trigger.
    • Enabled - Slide the toggle ON, to keep this trigger working.
    • Event - Choose an event for the trigger. Here, Estimate Created.
    • In the Criteria section, mention the condition during which the action has to occur. Here, a trigger is to be generated when the Estimate Date is after June 1, 2020.
Create Trigger

  • Set the type of trigger from the Actions page. Here, Create Task is selected.
Actions

  • The Create Task side panel will appear. Add the task details and save the trigger.
Create Task

  • Create a new estimate in the Estimates App.
Create Estimate

  • As the criteria match, a new task is created automatically.
Task Created

Steps to Create a Time-Based Trigger

  • Click on “More (...)” icon -> “Settings” -> “Estimates” -> “Triggers” in the Settings page. Select Create to create a new trigger.
Settings

  • In the Create Trigger page, define the following:
    • Name - Enter the name of the event-based trigger.
    • Enabled - Slide the toggle ON, to keep this trigger working.
    • Execution Frequency - She whether the trigger is a one-time event or recurring event. Here, One Time is selected.
    • In the Criteria section, mention the condition during which the action has to occur. Here, a trigger is to be generated when the Estimate is modified by Sarah Castro.
Create Trigger

  • Select the Actions dropdown and select Update Attribute to make changes to an attribute automatically.
Actions

  • In the Create Action side panel, configure the attribute that has to be updated. Here, the Estimate Date it to be modified to the current date.
Action Side Panel

  • Save the changes.
Configure Trigger

  • Consider updating an Estimate in the Estimates App.
Update Estimate

  • As the criteria match, the attribute will be updated automatically at the configured time.
Trigger Output