The Automation Builder feature within Community Settings enables the automatic routing of ideas based on predefined thresholds, bypassing the need for moderator intervention.
Path: Community Topbar >> Apps icon >> Community Settings >> Workflow >> Automation Builder
The Automation Builder empowers administrators to streamline workflow processes effortlessly. By harnessing Automation Builder's capabilities, moderators can establish automatic triggers and thresholds, eliminating the need for constant oversight and intervention. This article delves into the intricacies of Automation Builder, guiding users through its setup and highlighting its myriad functionalities for optimizing community engagement and management.
Getting Started
To start streamlining community workflows, navigate to the Advanced settings within Community Settings >> Workflow >> Automation Builder. Here, you can access the Automation Builder, which serves as the central hub for automated actions. The initial setup process involves creating new automation rules, where you can define specific conditions, actions, and triggers that are customized to meet the needs of the community.
Automation Rules
To create your first automation rule, click on the "New Automation Rule" button. This will prompt you to name your rule. From there, you can define conditions based on ideas, such as setting vote thresholds or specifying comment counts, which will trigger specific actions. These actions can include advancing idea stages, notifying specific groups, or assigning owners.
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Enter a Rule Name
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Select 'all' or a specific campaign
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Select the Condition (Idea) based on which the Workflow Rule would be set.
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Set the Actions that will trigger the workflow rule. Additional Actions can be specified by clicking on the Add Another Action button
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Slide the Enabled switch to On
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Click on the Save button
When utilizing the 'notify' action, an email will be 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.
Condition
Below are the various Condition 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.
Note: This action does not apply retroactively to ideas that have already passed the Conditions. It will only apply to the new ideas that meet the condition after Automation rule is enabled.
Action
Below are the Action options that can be choose from to execute the Automation rule.
1. Change Stage: It will automatically change the stage of the idea once the specified Condition is met.
2. Notify Group: Select a specific Group or multiple groups to receive the Workflow executed email when the specified Condition 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 Condition - Idea Deleted.
4. Add Label: Select a custom label to be applied to the idea once the specified Condition is met. Help article on Custom label
5. Notify Slack: Select a Slack channel from dropdown to send a message to when the specified Condition 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 Condition - Abuse threshold.
7. Mark Duplicate: This sets the idea with System label Duplicate. It is available only for the Condition - 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.