Add automation

Create custom rules based on specific fields to automatically share items with selected individuals.
Choose whether to notify them or not.

• The automation work for closed-ended fields only and can control the sharing and notifications settings of the item.
  Meaning, you can set a rule that when someone creates a new item and selects certain/multiple options in certain/multiple fields, then the item will be shared with certain/multiple people, and they will/ will not be notified accordingly.

• For example: medical training

  • When someone writes an item about the resident Dave, the item will be shared only with the relevant instructors:
    “By default, if [Resident> Dave] is selected, then share the item with [Dr. Suzan], and [send email & push notification] to Dr. Suzan”
    
    
    

Create a new automation rule

1. Click on the 3 dots menu > Settings
   

2. Go to the Automations tab
   

3. Select the fields/ options that when answered, will trigger the automation.
   

4. Select the users/ entire workspaces with whom the item will be shared. These users will have view permissions to this item.
   

   1. To select an entire workspace, click “Select all and automatically update the list”

   2. When clicking on it, it’s active (v). →
      When it’s active, the list will automatically update when users are added or removed from the workspace, so you won’t have to update it manually every time.

      

5. Select the notifications preferences:
   

   1. “Don’t send a notification”- the selected users selected will not be notified

   2. “Send an email notification”-  the selected users will get an email notification

   3. “Send a mobile push notification” – the selected users will get a push notification

   4. “Send email & mobile push notifications” – the selected users will get email + push notifications

6. Select the users that will/ will not be notified. You can only select users out of the users with whom you selected to share the item on the first user selection
   

7. Click add 

8. Click Save

9. The notifications settings in the automation will override the team notification settings but won’t override the personal notifications settings of the user (set on their user profile).

10. On the new item, the automation will be triggered accordingly. If you hover over the users- you will see a “will receive a notification” label for the users who will be notified.
    

Technical notes

• Works for closed-ended fields only (Dropdown, Single choice, Checkboxes, Scale, Cascading dropdown, User list, Table dropdown fields)

• The and/or logic of the options selected is:

  • checkboxes: “and” between the options selected.

  • Single choice/ dropdown/ cascading dropdown/ user list/ scale: “or” between the options selected.

  • For example:
    By default, if [Question 1 title > option a, option b] is selected, then share the item with [User a] and [User b] only.

    • If Question 1 is a multiple-choice/ dropdown/ cascading question, that means that if a user has selected “option a” OR “option b”, then share the item with [User a] and [User b] only.

    • If Question 1 is a checkbox question, that means that if a user has selected “option a” AND “option b”, then share the item with [User a] and [User b] only.

  • You can edit and delete the automation

• How do changes in the item’s form affect the automation?

  • When a field/ option in the item’s form, that has automation on it, is deleted: the user will be notified about it
    

  • When a field/ option in the item’s form, that has automation on it, is edited: the automation rule  will not be affected and will keep working

• How do changes in the workspace members affect the automation?

  • When a user is deleted/ disabled, it will be removed from the automation.

  • If this user is the only user in the rule, the automation will be deactivated
    

  • If this user is NOT the only user in the rule, this user will be removed from the automation rule

  • Also, the user list will automatically update when users are added or removed from the workspace, being deactivated or deleted.

  • If you selected “Select all and automatically update the list”:

    • When it’s active, the list will automatically update when users are added or removed from the workspace.
      

• The user may change the sharing settings even if the automation is on when writing an item