Automation

What is Automation Builder?
Automation Builder is a Community Settings feature that automatically routes ideas based on predefined thresholds and conditions, bypassing the need for moderator intervention.

Automation Builder allows administrators to streamline community workflows by configuring automated Triggers and Actions, reducing the need for manual oversight. Automation Rules are built from a combination of a Trigger (the condition that must be met) and one or more Actions (the behavior that follows once the condition is met).

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Role Permissions

1. Community Administrator: Accesses Automation Builder from Community Settings >> Automation >> Automation, and creates, edits, and manages Automation Rules, including setting up multiple Webhook Actions.
2. Workspace Administrator, Campaign Administrator: Access to Automation Builder.
   
   

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Creating an Automation Rule involves completing the following fields:

1. Rule Name: The desired name for the rule.
2. Entity: Set to Idea and cannot be changed.
3. Campaigns: Select All or a specific campaign to which the rule applies.
4. Trigger: The condition that must be met for the rule to apply. See Trigger below.
5. Actions: The behavior carried out once the Trigger condition is met. Additional Actions can be added by selecting Add Another Action. See Actions below.
6. Enabled: A checkbox that activates the rule once selected.

Once the fields are completed, selecting Save creates the Automation Rule.

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Trigger

The following Trigger options are available when configuring an Automation Rule:

1. Vote Threshold: A vote limit is set; once an idea reaches the specified number of votes, it follows the behavior configured in Actions. Available Actions: Change Stage, Add Label, Execute Webhook, Notify Slack, Notify Group.
2. Comment Count: A comment limit is set; once an idea reaches the specified number of comments, it follows the behavior configured in Actions. Available Actions: Change Stage, Add Label, Execute Webhook, Notify Slack, Notify Group.
3. Owner Assign: The configured Action is triggered when an owner is assigned to an idea. Available Actions: Change Stage, Add Label, Execute Webhook, Notify Slack, Notify Group.
4. Idea Modify: The configured Action is triggered when an idea is modified. Available Actions: Change Stage, Add Label, Execute Webhook, Notify Slack, Notify Group.
5. Abuse Threshold: A limit is set for the number of times an idea is marked Abuse; once the idea reaches the specified number, it follows the behavior configured in Actions. Available Actions: Mark Abuse, Change Stage, Add Label, Execute Webhook, Notify Slack, Notify Group.
6. Duplicate Threshold: A limit is set for the number of times an idea is marked Duplicate; once the idea reaches the specified number, it follows the behavior configured in Actions. Available Actions: Mark Duplicate, Change Stage, Add Label, Execute Webhook, Notify Slack, Notify Group.
7. Idea Submitted: The configured Action is triggered when an idea is submitted. Available Actions: Add Label, Execute Webhook, Notify Slack, Notify Group.
8. Idea Deleted: The configured Action is triggered when an idea is deleted. Available Actions: Notify Author, Execute Webhook, Notify Slack.
9. Reaches Stage Named: The configured Action is triggered when an idea reaches a specific, named stage. Available Actions: Notify Slack, Notify Group, Execute Webhook, Add Label.
10. Moderator Tag Matches: Requires Predefined Moderator Tags to be enabled and listed in Tag settings. Any idea carrying the specified tags is moved to the stage configured in the rule. Available Actions: Change Stage, Notify Slack, Execute Webhook, Add Label.
11. Is Labeled With: Any idea carrying the specified label is moved to the stage configured in the rule. Available Actions: Change Stage, Notify Slack, Notify Group, Execute Webhook, Add Label. See Exceptions below for how this Trigger applies to existing ideas.

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Actions

The following Action options can be selected to execute an Automation Rule:

1. Change Stage: Automatically changes the idea's stage once the configured Trigger is met.
2. Notify Group: Sends a Workflow Executed email to a selected Group or multiple Groups once the configured Trigger is met. Help article on Groups
3. Notify Author: Sends a Workflow Executed email to the idea author. Available only for the Idea Deleted Trigger.
4. Add Label: Applies a selected custom label to the idea once the configured Trigger is met.  Help article on Custom label
5. Notify Slack: Sends a message to a selected Slack channel once the configured Trigger is met. The IdeaScale app must be added to the Slack channel for this to work.
   

 

     6. Mark Abuse: Applies the system label Abuse to the idea. Available only for the                 Abuse Threshold Trigger.

    7. Mark Duplicate: Applies the system label Duplicate to the idea. Available only for             the Duplicate Threshold Trigger.

    8. Execute Webhook: Supports defining custom parameters for triggering actions t.              through a Webhook, for advanced automation needs such as abuse reporting or              duplicate idea management. 

Multiple Webhook Actions can be set for different method types.

Help article on webhook with Trello
Help article on webhook with Jira
Help article on webhook with Github
Help article on webhook with AHA

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Email notification

When the Notify Group or Notify Author Action is used, an email notification titled Workflow Executed is sent to the designated group or member.

To ensure they receive these notifications, individuals must have the 'Receive workflow executed emails' option enabled in their Profile >> Settings >> Notifications Settings >> Community Specific Notification Settings.

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Exceptions

1. Is Labeled With Trigger: Does not apply retroactively to ideas that already carry the specified label before the Automation Rule is enabled. It applies only to ideas that meet the condition after the rule is enabled.

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Frequently Asked Questions

Can an Automation Rule be limited to a specific campaign?

Yes. When creating an Automation Rule, the Campaigns field can be set to All or narrowed to a specific campaign, limiting the rule's scope to that campaign only.

Can more than one Action be configured for a single Automation Rule?

Yes. Additional Actions can be added to a rule by selecting Add Another Action when configuring the rule.

What is required for a Notify Slack Action to send a message?

The IdeaScale app must be added to the Slack channel selected in the Notify Slack Action for the message to be delivered.

Does enabling the Is Labeled With Trigger apply to ideas that already carry the label?

No. See Exceptions above — the Trigger applies only to ideas that meet the condition after the Automation Rule is enabled, not retroactively to ideas already carrying the label.

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Related Articles :

• Help article on webhook with Trello

• Help article on webhook with Jira

• Help article on webhook with Github

• Help article on webhook with AHA

• Help article on Custom label

• Help article on Groups