Auto Actions Overview

• Notify users of upcoming or expiring dates
• Update a category (such as Case Stage) to help define your records
• Send an email communication to clients upon receipt of information

Access Auto Actions

Enabled Auto Actions are shown. Disabled Auto Actions are available from the sidebar. Sidebar links allow users to view: 

• Auto Actions Schedule - A list of upcoming scheduled Auto Actions
• View Disabled Actions Too - shows disabled and enabled Auto Actions
• View Only Disabled Actions - shows only disabled Auto Actions

Decide on a consistent way to name Auto Actions to help to keep them organized.

Find Auto Actions

Drop down lists to help you find Auto Actions. Filter/search by:

• Action - The action it will take (what you want it to do), for example, send an email
• Trigger - What happens that tells SAM to take that action
• Table - specific table affected through the Auto Action
• Field - specific field involved in trigger or criteria for Auto Action

 

Auto Action Widgets

There are three widgets at the top of the Auto Actions page. These widgets are designed to bring visibility to the work SAM does for you through automated tasks.

1. Enabled / Disabled Auto Actions - the count of Auto Actions; this count will change depending on if a user is viewing enabled or disabled Auto Actions 
2. Total Triggered Last Month - the number of times Auto Actions have triggered in the past month regardless if they successfully executed
3. Total Triggered Last Year - the number of times Auto Actions have triggered in the past year regardless if they successfully executed

Viewing Enabled Auto Actions

Viewing Disabled Auto Actions

 

Auto Action Structure

Auto Actions customize SAM to take action on your team's behalf. 

Trigger

This is the event that will cause the Auto Action to perform.

Trigger Types

• Update Field - users enter or update the value of a field
• Schedule - recurring, periodic search for specified criteria

Scheduled Trigger

Auto Actions triggered on a schedule activate SAM to search for records that match specified criteria on a periodic basis. When you choose this trigger type, set: 

• Schedule Frequency: Hourly, Daily, Weekly, Monthly, Yearly
• Day (dependent on frequency schedule)
• Time of Day

Action

This is what the Auto Action will do when the trigger event occurs.

Action Types:

• Send an Email - an email is sent by SAM
• Update a Record
  • Update Field - change a field's content such as inserting a date or name, etc.
  • Insert Record - create a new record such as adding a background check to a family record
  • Group Prefill - adds a prefill group into a record
  • Add Alert - an alert will open at the top of a record to inform users of something important
  • Add Checklist Section - add a section to a checklist

Auto Action Details Screen

From Auto Action Details SAM Leads can:

• Make modifications to the Auto Action (click pencil icon in the section header)
• Copy the Auto Action to create a duplicate for similarly setup Auto Actions
• Disable the Auto Action

Execution Settings

Execution Settings determine how an Auto Action should behave when triggered.

Execute More Than Once per Record

Use this setting to carry out an action multiple times when the action should be trigger again until the filters are satisfied.

Example:

• Execute More than Once - Yes: Weekly email to a family until their post adoption report is complete.
• Execute More than Once - No: Post Adoption Report Completed Date is entered, SAM sends an email. If the Completed Date is updated due to incorrect entry, another email is not sent. The Auto Action will not be retriggered. 

This setting refers to a specific record based on the Trigger Table setup of the Auto Action.

Execute Order

Use this setting when multiple Auto Actions share the same trigger field to determine the sequence they are carried out.

Example:

• Two Auto Actions are based off of HS Packet Sent Date. One Auto Action fills in the HS Worker and the other sends out an email with the HS Worker name. Execute Order can be used in this instance to specify that the Auto Action that fills in the HS Worker name executes first.

Allow Duplicate Records

Use this setting to allow an Auto Action to insert a record that has identical values to an already existing record.

Example:

• Inserting multiple Background Check records that require the same information.

Advanced Options

• Edit Template - opens the Template used on this Auto Action (Action Type = Send Email)
• Run Now - triggers the Auto Action immediately (Trigger Type = Schedule)
• View History - report of records affected by the Auto Action triggering
• Modification History - report of modifications to the Auto Action setup
• Cancel All Unsent Emails - cancels all unconfirmed or queued emails (Action Type = Send Email)
• Delete Auto Action - removes the Auto Action

Auto Actions System Reports 

These reports share information on the history of triggers for Auto Actions, as well as what's enabled, disabled, or needs to be assessed for errors or misconfigurations.