Actions in an automation (email, task, field, assignment)

An automation rule responds to a trigger and then runs one or more actions. In this article you'll learn which action types Univents offers, how to configure them, and how to set their order.

Where you define actions

Actions are part of an automation rule. You create them in the rule editor, which opens when you create a new rule.

1. In your workspace, open the Automations section.
2. Click New rule. The New automation rule dialog opens.
3. At the top, enter a Rule name, and below it, under Trigger, choose the event that should start the rule.
4. Scroll to the Actions section.

In the Actions section you define what should happen once the trigger fires. Every rule needs at least one action before you can save it. Use the Save button at the bottom of the dialog to store the finished rule.

The five action types

For each action you select exactly one type from the dropdown. Five types are available:

• Send email: Sends an email. You provide a Template ID (for example anfrage-bestaetigung) and an optional Subject.
• Notify user: Notifies one or more people. Enter the User IDs (comma-separated, UUIDs) in the field.
• Set field: Changes a value on the triggering record. You specify the Field (for example priority) and the new Value.
• Assign staff member: Assigns a person. Here you provide the User ID (UUID).
• Create task: Creates a task. You fill in Title, Task type (for example general) and optionally Assigned user (UUID, optional).

Depending on the type you choose, the editor automatically shows the matching input fields.

Create and configure an action

Here's how to add an action to your rule:

1. In the Actions section, click Add action. A new action row appears.
2. In the dropdown, choose the action type (for example Send email or Create task).
3. Fill in the fields that appear, such as Template ID and Subject for an email.
4. Repeat the steps for further actions.

You can add up to three actions per rule. Once three actions exist, the Add action button is hidden. To remove an action you no longer need, use the trash icon on the right edge of its row. The last remaining action cannot be deleted, because every rule needs at least one action.

Setting the order of actions

When a rule has multiple actions, they run from top to bottom. Use the arrows on the left of each action row to set the order:

1. Click the Move up arrow to move an action one position forward.
2. Click the Move down arrow to move it further back.

The top action runs first, the bottom one last. This is helpful, for example, when you want to Set field first and then Send email so that the email reflects the new value. For the first item the Move up arrow is disabled, and for the last item the Move down arrow is disabled.

Tips

• Under Rule name, give every rule a meaningful name such as "Confirm inquiry". That way you can tell at a glance what it does in the overview.
• For Notify user you can enter multiple recipients by separating the UUIDs with commas.
• After saving, you can expand the run history in the rule overview using the chevron on the right edge of a rule (tooltip Show history) and check how the rule has been running.
• A rule only takes effect once it's active. Use the switch on the right edge of the rule overview to set it to Active or Inactive.

Frequently asked questions

How many actions can a rule have? At least one and at most three. Once three actions exist, the Add action button disappears.

Can I change the type of an existing action? Yes. Just choose a different type in the dropdown of the action row. The input fields automatically adapt to the new type.

Why can't I save my rule? Every rule needs a Trigger and at least one action. If a required entry is missing, a notice appears above the buttons and the rule is not saved.