Automation

The Automation Builder allows administrators to streamline community workflows by configuring automated triggers and thresholds, reducing the need for manual oversight. This article explains how to set up Automation Builder and outlines its key features for optimizing community engagement and management.

1. Rule Name: Enter a name for the rule.

2. Entity: It is set to Idea and cannot be changed.

3. Campaigns: Select 'all' or a specific campaign

4. Trigger: Select the trigger or condition when the rule should apply. Learn more about Trigger below.

5. Actions: Set the Actions that will trigger the workflow rule. Additional Actions can be specified by clicking on the Add Another Action button. Learn more about Actions below.

6. Check the Enabled checkbox.

7. Click on the Save button

---

Trigger

Below are the various Trigger options to choose for the Automation Rule:

1. Vote threshold - Set the votes limit. The idea on reaching the specified number of votes would follow the behavior that has been set in the "Action".
Actions that can be triggered are Change Stage, Add label, Execute Webhook, Notify Slack and Notify Group

2. Comment count - Enter the number of comments an idea should receive, after which it follows the behavior which has been set in the "Action".
Actions that can be triggered are Change Stage, Add label, Execute Webhook, Notify Slack and Notify Group

3. Owner Assign - Choose this "Action" that would be triggered on Assigning Owner.
Actions that can be triggered are Change Stage, Add label, Execute Webhook, Notify Slack and Notify Group

4. Idea Modify - Choose the "Action" that would be triggered on modification of the idea.
Actions that can be triggered are Change Stage, Add label, Execute Webhook, Notify Slack and Notify Group

5. Abuse threshold -Enter the number of times the idea has to be marked as "Abuse" . The idea on reaching the specified number would follow the behavior which has been set in the "Action".
Actions that can be triggered are Mark Abuse, Change Stage, Add label, Execute Webhook, Notify Slack and Notify Group

6. Duplicate threshold - Enter the number of times the idea has to be marked Duplicate. The idea on reaching the specified number would follow the behavior which has been set in the "Action"
Actions that can be triggered are Mark Duplicate, Change Stage, Add label, Execute Webhook, Notify Slack and Notify Group

7. Idea Submitted - Choose the "Action" that would be triggered on Idea Submission.
Actions that can be triggered are Add label, Execute Webhook, Notify Slack and Notify Group

8. Idea Deleted - Choose the "Action" that would be triggered when an idea is deleted. Actions that can be triggered are Notify Author, Execute Webhook and Notify Slack

9. Reaches Stage Named - Choose the "Action" that would be triggered on when idea reaches a specific stage (stage name).
Actions that can be triggered are Notify Slack, Notify Group, Execute Webhook and Add Label.

10. Moderator Tag matches - Using this automation first requires Predefined Moderator Tags enabled and listed in the Tag settings. Setting this rule will allow any idea with the specific tags to be moved to a stage as set up in the automation rule. Actions that can be triggered are Change Stage, Notify Slack, Execute Webhook and Add Label.

11. Is Labeled with - Setting this rule will allow any idea with the specific label to be moved to a stage as set up in the automation rule. Actions that can be triggered are Change Stage, Notify Slack, Notify Group, Execute Webhook and Add Label.

---

Actions

Below are the Action options that can be chosen from to execute the Automation rule.

1. Change Stage: It will automatically change the stage of the idea once the specified Trigger is met.

2. Notify Group: Select a specific Group or multiple groups to receive the Workflow executed email when the specified Trigger is met. Help article on Groups

3. Notify Author: Select this option to send Workflow Executed email to the idea author. 
It is available only for the Trigger - Idea Deleted.

4. Add Label: Select a custom label to be applied to the idea once the specified Trigger is met. Help article on Custom label

5. Notify Slack: Select a Slack channel from dropdown to send a message to when the specified Trigger is met. In order to get this working, make sure the IdeaScale app is added in the Slack channel.

6. Mark Abuse: This sets the idea with System label Abuse. It is available only for the Trigger - Abuse threshold.

7. Mark Duplicate: This sets the idea with System label Duplicate. It is available only for the Trigger - Duplicate threshold.

8. Execute Webhook: For more advanced automation needs, Automation Builder supports Webhooks, allowing to define custom parameters for triggering actions. Whether reporting abuse or managing duplicate ideas, Webhooks offer a versatile solution tailored to the unique requirements of each community.

Community admin can set multiple Webhook actions 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

---

Email notification

When utilizing the Notify Group or Notify Author action, an email notification will be sent to the designated group or member titled Workflow Executed.

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.