To add a new action to a workflow rule, either open a new rule (click Add > New rule) or select a rule to edit from the workflow list. The rule builder is displayed:
The rule builder consists of three tabs, Details, Triggers and Actions.
Adding actions
The Action tab
The Actions tab is the last step to define when creating a rule.
Use the drop-down menu to select the actions that are triggered once the defined conditions are met. You can define up to ten actions per rule.
Select an Action
Many different actions are available:
The actions in the list change, and are appropriate for the Trigger defined for the rule.
- For more information on adding events, click here.
- For more information on adding folders, click here.
- For more information on adding iSheet records, click here.
- For more information on adding tasks, click here.
- For information on changing a task assignee, click here.
- For more information on moving, copying or deleting files, click here.
- For more information on generating documents, click here.
- For more information on approving a document, click here.
- For more information on sending emails, click here.
- For information on updating choices and dates in iSheet columns, click here.
- For information on updating file attachment metadata, click here
You can only generate a document using Doc auto if an iSheet is the trigger and the iSheet has corresponding document templates.
Save your rule
Once you have added all of your triggers and actions, click Save. Your rules will be saved and you will be redirected to the rules screen, listing your new rules:
In this screen, you can view the name, status and last modified date and time of your rule, and also who modified it.
Additionally, you have access to the more actions menu:
The options are as follows:
- Edit - allows you to edit your rules
- Activate - this lets you activate your rules and changes the status from draft to active. If you click more actions on an active rule, the option available will be Disable, which enables you to disable your rules
- Delete - Here, you can delete your rules.
Once your rules are deleted, they will be gone forever
Activating your rules
Once you have created your rules, they must be activated if you want them to trigger. Click More actions > Activate to do so. If you activate rules but your workflow is not active, you will receive a warning message.
Troubleshooting
The Rule ID, Workflow ID and Message ID can be used to help with troubleshooting. These are available in the Workflow audit history and as of March 2024, the Rule ID and Workflow ID are displayed in relevant rule and workflow windows. For example:
Please have these details to hand if you need to contact HighQ support regarding a rule.
