How to Configure a Trigger

Chris Quiroz -

Triggers can be a useful tool in your site to automate actions that you wish to occur. For example, sending emails, or moving submissions through the site. This documentation will explain the basic steps of creating a trigger in your site.

Creating Triggers

  1. Click Configure your site.
  2. Click Triggers.
  3. Click New Trigger.

When the trigger is created it will automatically be assigned a number as the name of the trigger, for example “Trigger #72348”. You can edit the name of the trigger in the text box. We typically suggest giving a name to the trigger that will summarize what the trigger does. For example, “Email: Accepted Applicants” or “Move: Stage 1 to Stage 2.”

Once you have chosen a name for the trigger you can choose the Activation for the trigger. For more information on Activations please see the article Explaining the "Activation" Section Within Triggers.

Once the Activation has been chosen you can then choose if you would like to apply certain Conditions to the trigger. These can be useful for narrowing down who the trigger will be fired for as a condition must be met before the trigger can be activated. For example, submissions in a specific group or stage. You can learn more about applying conditions in the article Explaining the "Conditions" Section Within Triggers.

Now that the Activation and Conditions have been set you can create the Action for the trigger. This determines what will happen when the trigger is fired. This could be sending an email, moving the submission, assigning the submission to a category etc. For more information see the article on Explaining the "Actions" Section Within Triggers. Conditions are optional in the trigger and you do not need to apply conditions in order to save the trigger.

The final step for successfully creating a trigger is to set up the Trigger Behaviours, see Explaining the "Trigger Behaviour" Section Within Triggers. The most important behaviour is the Status, as this will determine whether or not your trigger will be able to fire. A trigger will only fire when the status has been marked as active. When all of these steps have been taken, you can now Save your trigger.

 

Main Trigger Page

After you have created your triggers you will see your triggers appear in the list on the Main Trigger Page, which can be accessed by going to Configure your site > Triggers.

On this page you will see 8 columns which provide information and actions you can take for each trigger.

The first column is where you can select the trigger using the checkbox. Clicking on the checkbox in the column header will allow you to select all triggers on that page. Once you have selected the triggers you can then have the option of selecting the Actions button to either Activate or Deactivate the trigger or clicking on the Reset Count button to set the Fired column back to zero.

The second column will contain the name of the trigger that you chose and the third column will display the activation that you gave to the trigger.

In the fourth column you will find the Fired count. This will tell you how many times this trigger has been fired within your site.

The Limit, Priority and Active columns refer to the Trigger Behaviour section of the site. Under the Active column a check mark will be displayed when the trigger is active and an X when the trigger is inactive.

The last column includes several actions that you can take regarding this trigger.

  1. To edit the trigger click on the pencil icon
  2. To duplicate the trigger click on the stacked paper icon
  3. To delete the trigger click the Black Circle/ White dash icon. If you click this button you will be asked a confirmation question before the trigger is permanently deleted.

Important Note: When a trigger is created it does not work retroactively, therefore it is important to create the trigger prior to when you need the action to take place. If the trigger is created during the middle of your cycle, you will need to manually apply the action for submissions where the activation has already been achieved. For example, if the activation is based on a task completion and the action is to send it to a new round, submissions that have completed the task prior to the trigger being created will not activate this trigger and will need to be moved manually.

 

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