Explaining the "Actions" Section Within Triggers

Chris Quiroz -

The “Actions” section allows you to select what the trigger should do after the conditions have been met. These include sending an email, moving a submission to another round, adding a submission to a category, among others.

Email Action

Send an Email to: This action sends an email to whomever is in the recipient’s box.

  • Recipients: This box indicates who the email is being sent to.
  • Subject: The subject of the email.
  • Email body: The contents of the email.
  • Attachments: You can add a file to the trigger email if you would like.

For further information regarding the Send an Email to action, please see the article Sending Emails using Triggers

 

Submission Related Actions

Lock the Submission: This action will lock the submission, which will prohibit anyone from making additional edits to it.

Archive the Submission: This action will automatically archive the application.

Withdraw the Submission: This action will automatically withdraw the application from the site.

Mark Manual or Payment Task as Complete: This action will mark a manual or payment task as complete.

Submit the Submission: This action will automatically submit the application.

Move the Submission to Round: This action will automatically move a submission to the round you designate.

Unlock the Submission (If Locked): This action will unlock a previously locked application.

Add Submission to Category: This action will add an application to the category selected in the trigger.

Note: If adding a submission to a category is based on an applicant's response to a form question, we sometimes suggest first applying the action Remove Submission From All Categories prior to adding this action to the trigger. The reason for this is that it is common for applicants to go back into the form and change their answers to a question this can result in the submission being added to multiple categories. If you were to only have the action Add Submission to Category then if the applicant changes their response they will be added to the new category, however they will not be removed from the category associated to their previous response. Since the Actions in the trigger are performed linearly then adding Remove Submission From All Categories first will make it so the submission is only in the category correlated with their current answer.

Remove Submission From Category: This action will remove an application from the category chosen in the trigger.

Remove Submission From All Categories: This action will allow you to take a user’s application and remove any categories that may have been added.

Un-Submit Submission: This action will un-submit a previously submitted application.

Auto-Apply Submission to Award if Eligible: This action will automatically apply a user for an award if they are eligible.

Allow Users to Create Additional Submissions: This action allows users to create another application, should you have this disallowed in your sites settings.

Change Submission Status: This action will change the status of the submission to the status selected.

 

Reviewer Related Actions

Assign This Submission To: This action will assign an application to the reviewer team of your choosing.

Unassign This Submission From: This action will unassign an application from the reviewer team of your choice.

Remove All Assignments on Submission: This action will remove all reviewer assignments when the application is submitted.

Send Out Ranking Form Via Email to Assigned Reviewers: This action allows you to send an email to assigned reviewers of the particular application the trigger is based off of, containing the question of the ranking form. This allows reviewers to quickly submit an answer without having to log into the site.

Assign This Submission to a Random Reviewer In: This action allows you to assign a submission to a random reviewer within a group or team.

Unassign Submission from Current Reviewer: This action will allow you to remove a reviewer from a submission.


Task Related Actions

Mark a Form Task as Incomplete: This action will revert a form task to being incomplete.

Mark Task as Required: This action will mark the task selected in the trigger as required to the user.

Mark Task as Optional: This action will mark the task selected in the trigger as optional to the user.

Hide Task: This action will hide the task selected from the submission.

Show Task: This action will show the task selected from the submission.

Hide Task Indefinitely From Applicant: This action will hide the task selected in the trigger indefinitely from the applicant. There is no way to revert this action once it has been fired.

Show Task Indefinitely From Applicant: This action will show the task selected in the trigger indefinitely from the applicant. There is no way to revert this action once it has been fired.

Mark a Form Task as Complete: This action will mark the form task selected as complete.

Hide Task from Recommender: This action allows you to hide a specific recommender task for a submission.

Show Task to Recommender: This action allows you to show a previously hidden task to a recommender.

 

User Related Actions

Post a Message for the User: This task will post a message to the application of the user, allowing them to see it on the top of the submission.

Hide per user task from applicant: This action will hide the user task selected from the applicant

Show per user task from applicant: This action will show the user task selected from the applicant

Lock per user task for applicant:  This action will lock the per user task, which will prohibit anyone from making additional edits to it.

Unlock per user task for applicant: This action will unlock a previously locked user task.

 

Award Related Triggers

Auto-apply to awards based on user eligibility: On an awards site you have the ability to auto-apply an applicant to an award based on the user eligibility criteria.

Note: In the Manage Award section, under the Eligibility tab, you can select to automatically create submissions for eligible applicants which works the same, however this eligibility check only runs once a day at 7:30AM EST as opposed to the trigger which fires immediately when the eligibility has been met.

Create a new transaction: This action will allow you automatically create a transaction for the submission.

 

Metadata Related Actions

Assign Metadata Field to User: This action will assign a custom metadata field to the user.

Assign Metadata field to User Based on Submission Data: This action allows you to add a metadata field to a user that is based on the answer to a question.

Assign Metadata Field to Submission: This action will assign a custom metadata field to a user's submission.

Assign Metadata field to Submission Based on Submission Data: This action allows you to add a metadata field to a submission that is based on the answer to a question.

Increment a User's Numerical Metadata Field: This action allows you to increment a user's numerical metadata field by one.

Increment a Submission's Numerical Metadata Field: This action allows you to increment a submission's metadata field by one.

Append to User's Metadata Field Based on Submission Data: This action allows you to take data from a submission (i.e. form responses) and store that information on a user as metadata.

Assign Metadata Field to Installment: This action allows you to take data from a submission and assign it to an installment target

Assign metadata field to user based on user available data: This action allows you to add a metadata field to a submission that is based on the answer to a question in their per user task.

 

Group Related Actions

Deactivate a Groups Signups: This action will allow you to deactivate users from signing up to a group within your site.

Activate a Groups Signups: This action will allow groups to create accounts and sign up to your site.

Move Submission to Group: This action will move the application to the group chosen in the trigger and remove the submission from the group it was previously in. The User however would be added to the new group as well as remain in the old group.

Note: When moving the submission to a new group the completed tasks associated with the old group will no longer appear and the tasks for the new group will appear for the submission. However the information is not lost and if you were to move the submission back to the original group, the completed tasks would appear again

Add User to Group: This action will add a user to the selected group as per the trigger.

Remove User from Group: This action will remove a user from a selected group as per the trigger.

 

Advanced Actions

Simple Webhook: This action allows you to use a Webhook.

Advanced Webhook: This action allows you to use an Advanced Webhook.

Invoke a SalesForce Apex REST Method: Please consult your IT specialist for more information.

Assign Role to User: This action will assign an administrator role to a user who is part of the “Admin” group.

Grant Permission to User: This action allows you to add a permission to a user who is part of the “Admin” group.



Have more questions? Submit a request

0 Comments

Please sign in to leave a comment.