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Automations
Flowlogic Automations are a powerful feature that allow notifications and Automatic functions to happen when data is entered into FlowLogic. They can also be used to advised when timed events are going to happen, such as when a Staff members First Aid Certificate is due to expire, or to automatically send reports on a scheduled basis.
A powerful feature of the Automations, using advanced filters you can also use this function to setup specific Workflows to ensure action is taken on forms on a logical progression, such as onboarding participants.
The FlowLogic Automations feature can be accessed by clicking the Automations menu item as below:
You will then be presented with the Automations screen, where you can access the existing Automations (1), access the log files for the Automations (2) or create a new Automation (3)
Creating a New Automation
To create a new Automation, click the 
icon and the following screen will be displayed:
Select the Type of Automation you wish to create (1), give the automation a name (2), select the Valid optional dates (3) and select if you wish the Automation to be Enabled (4)
1 – Types of Automations
Flowlogic currently has the following types of automations available:
2 – Name of Automation
Please give the Automation a descriptive name as this is the main reference in the Log Files.
3 – Valid On
You can set a start and end date/time for this automation to be active here. An example would be when a notification needs to be sent to a fill-in manager over an annual leave break.
4 – State
Please select a Enabled or Disabled state for the automation. It is recommended that all Automations be set to the Disabled state on initial creation until you can be sure that only the notifications or functions you want to be automated are activated.
Record Automations
The most common Automations are those that are based on a FlowLogic record.
Select the “Record” Data Type and you will be presented with the following screen:
This is where you can select the FlowLogic form that contains the data (1) and set the Trigger (2)
Roster Automations
Roster data is on its own form, so no Form Selection is required, When selecting Roster Automations, you are presented with a Trigger selection only:
Timesheet Automations
Similar to Roster Automations, no form selection is required for Timesheet Automations, so only the Trigger selection is displayed:
Report Automations
To create a Report Automation, select the Report data type, and you will be presented with the following screen where you can select the report that you wish to be automated, and the Trigger to activate the automation:
Automation Triggers
There are many different options for triggering an Automation, and can be selected as below:
A Schedule Trigger can be selected to run the Automation either before or after specific date/time. Please note that this trigger is specifically designed to work with Date fields,
A New trigger will be activated when a FlowLogic record is first saved. Please note that it will trigger only the first time that a new form is saved, not any subsequent time that a form is saved,
A New/Update trigger will activate each time a record is saved, whether it be a new form that is saved for the first time, or any subsequent saving,
An Update trigger will activate only on the subsequent edit and save of a record, not on the initial first save,
A Delete trigger will activate when the record has been marked to be sent to the Trash,
A Change Status To trigger will activate the automation when the Status of the record is changed,
A Lock trigger will activate the Automation when the record is Locked,
A Unlock trigger will activate the Automation when a previously locked record is unlocked.
Schedule Trigger
The Schedule Trigger will allow you to set a date and time that a trigger is activated based on a date field in the target record. When you select a Schedule trigger, you are presented with the following screen:
Please note that the Schedule trigger will only activate based on Date field types, so only fields of that type can be selected.
Optional Conditions for Activation
If you only wish to activate the Automation when certain data conditions are met, you can set additional If statements to filter out the options you don’t want.
You can select a field on the target form, and set a Scope for the automation to only select specific conditions on the form.
Do options
Once you have selected the specifics that you wish to have the Automation act on, you can then select what the Automation is to do when it is activated.
