INTRODUCTION TO TEMPLATE EVENTS
Template Events are a way to set up simple automations that are tied to a specific form template. For example, whenever a Work Order form is completed, you may want to send an email to the customer for whom the work was done. You can quickly and easily create a Template Event to do this.
Each Template Event is composed of a trigger (what initiates the event) and an action (what you want GoFormz to do when the trigger occurs). Some examples of Template Events include:
- When Jane Doe completes a Work Order form, transfer it to John Q Manager
- When a Supervisor completes a Work Order form, email the customer
- When anyone in the organization receives a Work Order form transfer, mark the form with a "Work Order Received" tag
In all of these examples, the portion before the comma is the trigger, and the portion after the comma is the action.
A trigger is what activates the Template Event. A trigger has two components — who does it, and what they do. The “who” can be an individual user (e.g. Jane Doe) in your GoFormz account, or a user group (e.g. Supervisors). The “what” can be one of the following:
- Form completion: When the user hits the Complete button on a form.
- Form transfer: When the user receives a form via a form transfer.
- Public Form submission: When a Public Form is submitted for a form owned by the user.
Actions are what you want GoFormz to do when the trigger occurs. GoFormz Template Events support the following actions:
- Email: Send an email to an email address or addresses of your choosing.
- Tag: Associate a tag with the form.
- Transfer: Transfer the form to another user or group.
TEMPLATE EVENTS SCREEN
To access the Template Events for a specific form template, open that template in the Template Editor and click the Manage Events link in the top right.
This will open the Template Events screen, where all events for that particular template are managed.
The Triggers In-Use area on the left side of the screen lists all existing Template Events, including the event trigger and a summary of the event action. Click on any one of these events to view its details on the right side. The When this Happens section on the right details the event's Trigger, and the Do the Following section details the event's action.
You can do the following on the Template Events screen:
- To create a new Template Event, click the Add Trigger button, then edit the event's properties on the right side of the screen.
- To edit an existing Template Event, click the event on the left side of the screen to bring up its details on the right side, then edit the event's properties.
- To delete a Template Event, click the X next to the event on the left side.
- To save your changes, click the Save Changes button in the upper right corner.
- To return to your template, click the Back to Template link in the upper right. Make sure to save your changes before doing this — otherwise all your changes will be lost!
CREATING/EDITING A TEMPLATE EVENT
To create a new Template Event, simply click the Add Trigger button on the left side of the Template Events screen, then edit the event details on the right side of the screen. To edit an existing event, click on the desired event in the Triggers In-Use area on the left, then edit the event details on the right.
Step 1: Configure the event trigger
To configure your event's trigger, look under the When this happens heading on the right side of the screen. There are two key components to the trigger — who does it (User dropdown) and what they do (Trigger dropdown).
In the User dropdown, select who can trigger this event. This can be an individual user (e.g. Jane Doe), or a user group (e.g. Field Techs). Select “Anyone” if you want to allow any user in your GoFormz account to trigger the event.
In the Trigger dropdown, choose what the selected user/group has to do to trigger the event. The following options are available:
a. Completes Form: This trigger is activated when one of the selected users clicks the Complete button on a form. When this trigger is selected, an additional checkbox appears that reads Do not run again after form has been reopened.
- When the box is checked, the action will only be triggered the first time that a form is completed — it will not be triggered a second time when the form is reopened and completed again. One use case for this is events that email a customer — you probably want to email the customer just once, rather than spamming them each time someone reopens and re-completes the form.
- When the box is not checked, the action will be triggered every time the form is completed. A use case for this might be transferring the form to a supervisor — if upon review the supervisor reopens the form and sends it back to the field worker who completed it to fix something, you would probably want the newly completed form to be transferred back to the supervisor for review.
b. Receives a Transferred Form: This trigger is activated when one of the selected users receives a form via a form transfer.
c. Has a Public Form Submitted: This trigger is activated when a Public Form is submitted for a form owned by the user.
In the example above, we’ve selected the Account Management user group from the User dropdown, and the Completes Form option in the Trigger dropdown. That means this event will occur when a user in the Account Management group completes a form that was created from this template.
Step 2. Configure the action
The action defines what GoFormz should do when the trigger occurs. In our example — what happens when a user in the Account Management group completes a form created from this template? To configure the event's action, look under the Do the following heading on the right side of the screen and select an action from the dropdown.
Depending on which action you select, you will see a different set of configuration options here. Use the links below for details on configuring each action type:
You can make your Template Events more dynamic by using Template Event Variables in your actions. These variables allow you to use form properties that are not known until the form is filled out. For example, you may want to email completed forms to an email address specified in one of the form fields. This email address will be different from form to form, so you will need to use Template Event variables to set this up.
See here for more on Template Variables.
See the individual articles on each of the three actions to see how variables are used for those contexts specifically.
Step 3. Save your changes
Click the Save Changes button at the top to save your new or updated Template Event. Don't forget to do this, as your event will not be saved otherwise!