Creating an Automation
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Creating an Automation

Automations require a paid FluidSurveys plan.

You can use Automations to trigger actions and tasks based on events in FluidSurveys. You can either automate actions within FluidSurveys, or in third-party applications that you link with your account. For example:

  • Create a new contact in your address book each time a respondent answers that they’d like to receive future survey invitations.
  • Create a new MailChimp contact when a respondent fills out a survey.
  • Offer a prize to the 100th respondent to your survey, and automatically tweet or create a Facebook post when the winner is chosen.

Automations are made up of an event that triggers one or more actions. Events can be configured with filters to create highly specific triggering events.

Always remember to Save automations before navigating away or changes and settings will be lost.

To create an automation:

  1. Select Automations from the Tools drop down.
  2. Click + New Automation.
  3. Name your automation and click Create Automation.
  4. Configure the Event you want to initiate your automation.
  5. Add optional Filters that modify the Event.
  6. Define the Action you would like to the automation to perform.
  7. Click Save in the upper right corner.
 

Click on a topic to see more information:

Setting Up An Event

Events initiate an automation. When the defined event happens, an action will follow. To set up an event you will need to first select an event type. Most automations begin with a FluidSurveys event.

Other Event Types:

When you have selected an event type, a Select Event drop down will appear containing a list of all events available for the application. FluidSurveys events also have the option to narrow down the event to a particular Survey and Collector.

NOTE: If you select POST Requests you will not have the option of further defining the event. For more information on setting up a POST request with Salesforce, see Trigger an automation for salesforce.

FluidSurveys Events:

FluidSurveys EventDescriptionCan be Narrowed Down by Survey/Collector?
Contact CreatedWhen a contact is added to the address bookN
Invite CreatedWhen an email invite is scheduledY
Quota ReachedWhen a [survey’s quota](http://helthat p.fluidsurveys.com/articles/en_US/setting-survey-quotas) has been reachedY
Report CreatedWhen a new report has been createdY
Response CompletedWhen a respondent completes a surveyY
Response CreatedWhen a respondent begins a surveyY
Response DeletedWhen a respondent’s response is deletedY
Response TerminatedWhen a respondent terminates a responseY
Responses Received TodayWhen there have been responses in the last 24 hoursY
Survey CreatedWhen a new survey is created.N
Survey Viewed (Invites Only)When a survey is viewed, this is only available if access restrictions are set to invite onlyY
Adding a Custom Filter

Filters are rules that further narrow your triggering event. For example, use a filter to configure an event to trigger only when a particular question has been answered or set an event to NOT trigger if a response comes from a particular IP address.

To set up a filter:

  1. Click + Add Custom Filter .
  2. Select a field to filter by.
  3. Select and specify the value the field should have.
  4. Optional: Click + Add Rule to add more rules to your filter. Toggle between AND or OR by clicking on the operand that appears, or negate the rule(s) by clicking on the negation link in the upper left corner of the filtering logic.
Creating a filter will lock your event. In order to edit an event you will have to delete any applied filters by clicking the red X in the upper right corner of the filter section.

The event fields available depend on the event type you select. For example, a Contact Created event will allow you to filter based on fields specific to contacts in the address book. Filters are always optional.

Like in the advanced branching wizard, multiple rules can be combined using the Boolean operators AND and OR. They can also be negated.

You can combine as many rules as you want to set up a filter, but all rules must be combined with the same operator. Likewise, negation is applied across all rules in a filter.

  • Use AND to set up a situation where all rules must all be be true for an event to trigger.
  • Use OR to set up a situation where any one of a set of rules must be true for an event to trigger.
  • Use Negation to invert the logic of your rules, to create a NOT situation.

Combining rules to create your filter allows you to trigger actions based on very specific events. For example, you can set up a filter for a Response Completed event that will only trigger if the survey was taken in a particular language AND a particular question was answered a certain way. Or you can set up a filter for a Contact Created event that modifies the event to only trigger if the created contact’s email address contains one specific company name OR another specific company name.

Negation is useful if you want an event to trigger in most situations. For example, if you have a Multi-Language survey and want to create a filter that only triggers when the survey was taken in a language other than English, rather than having to create an OR rule for each language, you can create one rule to filter for English surveys and use negation to create a filter that triggers for all surveys taken NOT in English.

Filters that have had negation applied will display with a red tint. Toggle whether or not your logic is negated by clicking the link in the upper left corner of the filter.

Setting an Action

Actions define what happens when an event takes place. Actions do things like send an email, pass data to a third party application, close a survey, or perform an HTTP or FTP request. Multiple actions can be triggered from the same event.

To set up an action:

  1. Select the application you want to perform the action.
  2. Select an action. Different actions will be available based on the application you select.
  3. Apply a delay. Delays determine when the action will take place. Select No Delay to have the action take place immediately after the triggering event occurs.
  4. Fill out the mapping form. Use the provided drop downs to pipe in relevant Event Fields.
  5. Optionally add additional Actions by clicking + Add New Action.
  6. Click Save in the upper right corner.

The following third party integrations can perform actions in an automation:

Turning an Automation On and Off

Turning an automation off will allow you to disable it without deleting its settings. Automations that are On will display with a green dot in the automations list. Automations that are Off will display with a white dot.

To turn an automation On or Off:

  1. Select Automations from the Tools drop down.
  2. Select the Automation you want to turn on or off from the list on the left.
  3. Click the ON/OFF* toggle at the top.
Automation Actions: Duplicating, Deleting, Editing, or Canceling Changes

The automation Actions menu is in the upper right corner of a selected automation. From this menu you can delete, duplicate, or change the name of an automation.

Duplicating an automation is helpful when you want to create an identical automation for a different survey, and would rather not set up a complicated automation from scratch.

Selecting Cancel from the Actions menu will take you to the general automations page and get rid of any unsaved changes made to the selected automation.