Actions are the results of an automation. Actions that follow conditions will only be executed if the conditions are true. Actions that directly follow an event will always be executed. Some automations are currently limited to actions within the same location as the event. An automation can have a maximum of 5 actions.
Click on the Action Block
Which action type do you want to execute?
Select the resultant status for the automation location (job/task)
Input/Select the revised information for a field
Field Update Many – Change the data within many fields
Input/Select the revised information for a Document's fields.
Update Assignee – Update the user assigned to the document of the event
Select a user within the project
Select an email template and recipients
Select a job type, create a job name, and map fields to the new job type
Select a task type, create a task name, and map fields to the new task type
Action - Status Change
Select Status Change from the Action type menu
Target Document Type:
Select the document that this action affects
Job: Execute the action on the (parent) Job
Will always apply if the event location is at a Job
Task: Execute the action on the Task
Can only be selected if the event location is at a Task
Will only apply to the event’s document
That is:
Select a status
Click Save Action
Action - Field Update
Select Field Update from the action type menu
Target Document Type:
Select the document that this action affects
Job: Execute the action on the (parent) Job
Will always apply if the event location is at a Job
Task: Execute the action on the Task
Can only be selected if the event location is at a Task
Will only apply to the event’s document
That is
Select a Field Type
Input or select the parameter(s) of the option
This input will only be shown if the option requires it
Click Save Action
Action - Field Update Many
Select Field Update Many from the action type menu
Target Document Type:
Select the document that this action affects
Job: Execute the action on the (parent) Job
Will always apply if the event location is at a Job
Task: Execute the action on the Task
Can only be selected if the event location is at a Task
Will only apply to the event’s document
Field Mapping
Page Layout
Select a display area to display available fields
Mapping
Find the field that requires mapping
Data Mapping: Select the field from the event’s location that will populate into the new field
Preset Values: Select or input a value for the field
Click Save Action to save the configured action
Automation - Actional Options
Type of Field | Options | Description |
Long Text | Appending Prepending Replacing | Add information to the end of the field Add information to the start of the field Replace the information in the field |
Boolean | True False | Update the field to True
|
Number | N/A | Input a value to replace the field |
Single Select | N/A | Select a variable to replace the field |
Date | Currently unavailable | Currently unavailable |
Action – Update Assignee
Select Update Assignee from the action type menu
Target Document Type:
Select the document that this action affects
Job: Execute the action on the (parent) Job
Will always apply if the event location is at a Job
Task: Execute the action on the Task
Can only be selected if the event location is at a Task
Will only apply to the event’s document
Assign to
Select a user
Click Save Action
⚠️ Important
• Assignee cannot be updated if the Job/Task is within a ‘Completed’ status category
Action – Send Email
Select Send Email from the action type menu
Template
Select an Email Template
See Email Templates for more details
Press Preview Template to preview the email
Recipients
Select the type of email communication (To, CC, BCC)
Individual Recipient(s)
Select contact(s) from over.vu’s Manager
Press Preview Recipients to preview the lists selected contacts
Click Save Action
Action – Create Job/Task
Select Create Job/Create Task from the action type menu
Job Type/Task Type
Select a Job Type/Task Type
Naming
Name (required)
Input a Name
Use a field for name
Toggle this to enable setting the name based on a field
If toggled, a field selection is required
Job Name – Use the name of the (parent) location of the event
This will only be shown when creating Jobs
Parent Job Name – Use the name of the (parent) location of the event
This will only be shown when creating Tasks
Limited to Short Text and Single Select fields
If the automation is run and the field is empty, then the inputted Name will be used.
Field Mapping
Page Layout
Select a display area to display available fields
Mapping
Find the field that requires mapping
Data Mapping: Select the field from the event’s location that will populate into the new field
Preset Values: Select or input a value for the field
Click Save Action to save the configured action
⚠️ Important
• An automation’s actions will not trigger another automation’s event
Selection Mapping
Mapping selection fields defines the rules for linking variables/values.
Click Data Mapping for a Single or Multi Select field
Select a field to map from
Click on Map Values
Automated Document Value Map
Origination Job/Task: Displays the location of the event
Origination Field: Displays the field within the event
Destination Job/Task: Displays the document type of the action
Destination Field: Displays the field within the action
Rule Builder: Create new mapping rules
Origination Value: Select a value from the event’s field
Multi Select fields will allow multiple selections
Destination Value: Select a value from the action’s field
Multi Select fields will allow multiple selections
Click Add Rule
Mapped Values: Displays existing mapping rules
Origin Key: Displays event’s value
Destination Key: Displays action’s value
Click Save Value Mapping
(Optional) Clear Mappings
Allows users to clear existing rules
This button will NOT prompt confirmation and will apply immediately.