Task Automations

Streamline and optimize the management of activities and template assignments by configuring an automation schedule.

New Automation Rule

To create a new automation rule for a template, start by clicking the New Automation Rule button.

Within the Create a Rule pop-up menu, you can set the trigger date for your rule, the condition which will execute the rule action, and the task template which will be assigned if the condition for the rule is met.

Trigger - At the set date and time, the trigger will execute the action that’s configured for the user group selected in the condition field.

This section also allows for a Recurrence schedule to be created. By toggling Recurrence ON, you will be able to set the repetition cadence for the rule as well as choose an end condition for the recurrence schedule.

Condition - This section controls which users or user segments/criteria will be affected by the set Action.

• All Network Users: This option will include all network users (excluding guest users) in the action when the trigger conditions are met.

• Specific Users: Select individual users for the rule. Multiple users can be chosen at once.

• Specific User Criteria: Choose users based on a selected criterion. Multiple criteria can be selected. The function operator AND will be assigned between the criteria.

If no users meet the condition set at the time the rule triggers, the action will still complete, but with 0 users affected. The rule will then re-evaluate at its next scheduled execution.

Action - This field designates the task template that will be assigned to the selected condition group when the trigger executes. Only one task template can be assigned per rule. For additional templates, separate rules must be created.

When completed, your rule may look something like this:

Breaking down the example:

This recurring rule will execute for the first time on 2/1/2024 at 4am EST, then trigger again every subsequent 3rd month on the first Monday of the month. Since no end has been set for the recurrence schedule, this rule will follow its trigger schedule indefinitely. This means that, every 3 months, users who've joined the domain within the past 90 days will be assigned the New Hire Onboarding Task List - General.

Unlike tracker workflow automations, all rules within task automations will execute, regardless of whether they have similar conditions and triggers.

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Action Menu

Once a rule has been created, additional menu options will become available from the 3-dot menu.

Edit Rule - Click this option to bring up the Edit a Rule menu. From this menu, you are able to edit an existing rule.

Disable Rule - Disabling a rule will prevent the automation from triggering until it is re-enabled. A disabled rule will have it's Status changed from Active to Inactive, and vice versa when it is re-enabled.

Run Rule Now - This option allows you to trigger the automation rule to run immediately. This action will not affect the set schedule cadence for the rule.

Delete Rule - This option will delete the selected automation rule permanently. Please consider disabling the rule rather than deleting it as this will cause permanent data loss.

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Automation Log

The automation log provides a comprehensive record of rule executions and changes. To access the automation log, select it from the New Automation Rule drop down menu.

Within this automation log, admin users will be able to review when a rule executed and the resulting action that took place. Admins can also search for the execution log of specific rules by typing it's name into the search bar towards the top of the item table.

This log also tracks activity changes made to individual rules. Click the Change Log tab to view when a rule was changed (enabled, disabled, created, deleted, edited), which rule was changed, and which user made the change. This view also includes a search bar for quick rule lookup.