You can use Triggers to set up automated actions based on Tags, Stages and Assignment to automate workflow and processing on your forms.

Andrew Liebelt avatar
Written by Andrew Liebelt
Updated over a week ago

At GovOS Studio we want to be a resource to help out with every single step of a form's journey starting with creating that process in our platform, presenting that process with the Portals Manager and finally processing that information once it comes back in using our GRM (legacy) features. 

If you're using Tags, Stages and Assignments in order to process application you will now be able to automate aspects of that workflow in your Submissions Manager. 

To start you will go into the Submissions Manager for that particular form. Once there you will see an icon for a lightning bolt in the top right hand corner (previous users of the GRM Rule Builder will be recognize this familiar button) and this will open up the Triggers Menu:

In the Triggers menu you can create rules so that certain actions can occur based on actions performed in the Submissions Manager to process forms.

First you will click on Add New Rule and then choose the starting action from either an assignment of a user to a form, a form being moved into a Stage or having a tag added to a submission.

After you've made this choice you will then select from your list of Stages, Tags or Assigned users to determine which will prompt the action:

Then you will need to choose the action that will be performed from either:

-Send E-mail
-Assign to a User
-Add a Tag
-Set a Stage

Sending an E-mail with Recipients:

One of the most exciting functions added with this feature is that if you choose the option to Send E-mail based on an action you will have a variety of options to choose from for the Recipient:

Types of Recipients:

Form Signers: This will refer to any of the signers of the form and will allow you to choose from the list of signers:

System Users: This option will allow you to choose from any of your registered platform users (Owners, Directors or Processors):

Submitter: This refers to the initial user who is logged in while filling out the form as the first signer.

Assigned Users: This will automatically send to all users currently assigned to the submission.

Email Fields: This will refer to fields on your form where you have E-mail Validation turned on and are asking for their e-mail address. 

Custom Emails: This will allow you to type in a custom email address without them being a user of any sort.

Custom Settings for Trigger Emails:

In addition to adding a custom message in the body of the email you also have the option to:

Include Link to Submissions Manager - This will include a link for the user to log-in to GovOS Studio and view the submission, data on the submission and any uploaded files attached to the submission. In order for the recipient to use this link they will need to be Associated with the submission using any of the methods described in our article on how a user can be associated with a submission.

Include PDF as Attachment - This will include a copy of the submitted form as a PDF attached to the email notification so that they download it directly from the email without having the log-in.

Including Submission Data in Emails to Recipients:

You can also choose to include any submission data in the body of the email and you will even have the option to include all data or only specific fields:

Here is a Triggers email with only certain data points chosen at the bottom:

Here is what the submission data will look like in the email notification:

Stages, Tags, Assignments:

The other options in addition to sending an email is to have it automatically move a submission into a stage, add a tag or assign to a particular user.

So for instance once a form is moved into the Pending Stage you could have it automatically assign to the staff member in charge of processing to let them know that it's their turn to process. You can set up as many rules as you want so you could even have it correspond with an additional rule that once it's been assigned to the staff member it also changes the Stage to Under Review by Staff.

There are so many different combinations of rules that the possibilities are nearly endless so if you're wondering if this could be a good fit for a business process feel free to reach out your Partner Success Manager or our Support team and we can help you map out the process and create the corresponding rules.

Did this answer your question?