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Approval Stage Triggers

Warren Chan
Updated
For Community and Group Editions

eForm Triggers are used to automatically trigger actions when an eForm is submitted. Based
on the responses and the data received, you can automatically send emails, add tags to
students and staff, add people to groups or send them other forms.

As well as setting up Triggers based on response and the data received on an eForm, you can
also set up Approval Stage Triggers. What this means is that you can also set a Trigger when
an eForm has been Approved or Rejected. Triggers can also be set for each approval stage to
trigger actions specific to the approval stage.

Example use cases on Approval Stage Triggers that could be set up are;
  1. A Trip Planning eForm is approved. A Risk Assessment eForm is automatically sent to
    the staff member to complete
  2. A Leave eForm is approved. An email is sent to another member of staff so they can
    update any internal calendars and another email is sent to cover the teacher’s absence.
  3. An Event eForm where a location in the school is required for the event (i.e. hall/gym) is
    approved. An email is then sent to the Facilities Manager letting them know what they
    need to prepare and on what day.
  4. An upcoming trip is approved where an external bus provider is required. A Public eForm
    is sent to the external transportation provider asking them to confirm the booking by
    completing the Public eForm.


How to create an Approval Stage Trigger 
For this example, we will be using a Trip Planning Approval eForm and once the Approval
Workflow has been Approved, the Risk Assessment eForm will be sent to the staff member
for completion.

1. Navigate to the Triggers tab in the eForm and click "Approval Stage Triggers"




2. Choose a rule (what stage of the Workflow the trigger will be sent off)

3. Choose the action to execute 




4. Choose the sub action to execute (who will receive the Self-Service eForm)




5. Search for and select the correct Self Service eForm, as well as selecting if the action should
be executed immediately (if the action is not to be executed immediately, you can choose to
execute the action after a specific number of days).

 


6. Lastly, add a message to the recipient (if required) followed by clicking "Create new trigger"



  1. You can create multiple triggers per eForm
  2. You can create Triggers based on the response in the eForm and Approval Stage Triggers
  3. All triggers will be listed at the top of the page.



View Trigger Activity
You can view trigger activities for either a specific eForm or all eForms.

To view trigger activities for a specific eForm
  1. Edit the eForm
  2. Select Trigger Activity



To view activities for all triggers
  1. Click on Settings
  2. Click on All Triggers Activity




Editing, deleting and viewing Triggers
You can edit, view the details of the Trigger as well as delete Triggers once they are created.

To edit a Trigger;
  1. Click on the pencil icon which opens up the Trigger
  2. Make the required change, then click "Save"


To delete a Trigger;
  1. Click on the bin icon, followed by "Confirm"


To view the details of the Trigger:
  1. Click on the eye icon
Related Articles:
  1. Recurring eForm Blueprints
  2. eForm Triggers
  3. Group Triggers

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