Introducing Automated Actions

Automated actions allow you to save time and reduce human error by automating tasks. ProcessPlan allows you to automate things like sending emails, text messages, kicking off a Zapier integration, or even completing a task in a process. Each action consists of an Action Type, Trigger, and Action. Additionally, you can add a condition to your action to take more control of when the action is launched.

Action Types

The Action type is where you select what you want to automate.

Automate an Email - Selecting this action type will allow you to automatically send an email
Automate ProcessPlan - Selecting this action type will allow you to automate many things within ProcessPlan, such as completing a task or updating a field value
Automate a Text Message - Selecting this action type will allow you to automatically send a text message
Automate via AI Employee - Selecting this action type will allow you to automatically launch an AI Employee job
Automate a Webhook - Selecting this action type allows you to automatically launch an outgoing webhook
Automate a Database Query - Selecting this action type allows you to automatically submit a query to a database
Automate Using Zapier - Automations using Zapier must be configured within Zapier
Post Slack Message - Selecting this action type will allow you to automatically post a message to Slack
ProSeer AI Prompt - Selecting this action type will allow you to send a prompt to ProSeer AI, optionally with an attached file, and save its answer to a process field
Fully Autonomous AI Agent - Selecting this action type will allow you to hand a task to an AI agent that works it to completion on its own
Execute a JavaScript Function - Selecting this action type will allow you to run one of your account’s JavaScript functions and use its result
Automate ConnectWise - Selecting this action type will allow you to automate ConnectWise, such as creating a ticket or a time entry. This action type only appears when the ConnectWise integration is active

Triggers

The event that causes the action to initiate is called a Trigger. ProcessPlan has a variety of triggers to fit different scenarios.

When an All Pending File Analysis is Complete - An action with this trigger will be launched when all files awaiting analysis (such as text extraction) in the process have finished processing. The action runs once, after the last pending file completes, so the analysis results are available to the action
When Called by Another Action - An action with this trigger will only be launched when it is called by another automated action (such as an “Execute All Selected Automated Actions” action)
When a Field is Updated - An action with this trigger will be launched when a specified field is updated
When a Field’s Existing Value is Revised - An action with this trigger will be launched when a field value is changed to a different value
When a New Message is Posted - An action with this trigger will be launched when a message is posted in the process template
When a Task Assignment is Changed - An action with this trigger will be launched when a task is assigned to another user or group
When a Task is Assigned - An action with this trigger will be launched when a task is assigned
When a Task is Canceled - An action with this trigger will be launched when a task is canceled
When a Task is Completed - An action with this trigger will be launched when a task is completed
When a Task is Manually Started - An action with this trigger will be launched when a task is manually started by a user
When a Task is Past Due - An action with this trigger will be launched when a task is past due
When a Task has been Completed For - An action with this trigger will be launched when a task has been completed for a specified amount of time
When a Task has been Pending For - An action with this trigger will be launched when a task has been running for a specified amount of time
When a Task’s Due Date is changed - An action with this trigger will be launched when a task’s due date is changed
When a Task’s Notes are updated - An action with this trigger will be launched when a task’s notes are updated
When a Task’s Start Date is Changed - An action with this trigger will be launched when a task’s start date is changed
When a Process Has Been Pending For - An action with this trigger will be launched when a process has been running for a specified amount of time
When a Process is Canceled - An action with this trigger will be launched when a process is canceled
When a Process is Completed - An action with this trigger will be launched when a process is completed
When a Process is Started - An action with this trigger will be launched when the process is started
When any Milestone Task is Completed - An action with this trigger will be launched whenever a task that has a milestone description is completed
Proximity to a Date Field - An action with this trigger will be launched a certain period of time before or after a date specified in a date field.
Proximity to a Time Field - An action with this trigger will be launched a certain period of time before or after a time specified in a time field.
Proximity to a Task’s Due Date - An action with this trigger will be launched a certain number of days before or after a task’s Due Date
Proximity to a Task’s Start Date - An action with this trigger will be launched a certain amount of time before or after a task’s Start Date
When a Public Form is submitted - An action with this trigger will be launched when a specified public form is submitted
When a Merge Document is Submitted - An action with this trigger will be launched when a specified merge document is submitted
When an Incoming Email is Received - An action with this trigger will be launched when an email is received within this process’ messages. Set the “Reply to” on your automated action emails to “The current process’ messages” to send replies to a process.
When an Automated Action Succeeds - An action with this trigger will be launched when a specified automated action runs successfully
When an Automated Action Fails - An action with this trigger will be launched when a specified automated action fails
On a Schedule - An action with this trigger will be launched according to a predefined schedule (e.g., hourly, weekly, monthly)

Conditions

Conditions allow flexibility for launching automated actions. If an action has condition(s), the action will not be launched unless the conditions are met. Condition descriptions are listed below.

Evaluate Formula - This condition will be met if the formula in the condition evaluates as true
Field Contains - This condition will be met if a specified field contains a certain value
Field Does Not Contain - This condition will be met if a specified field does not contain a certain value
Field is Empty - This condition will be met if a specified field has no value
Field is Not Empty - This condition will be met if a specified field has a value
Field Equals - This condition will be met if the value in a field equals a specified value
Field Is Not Equal - This condition will be met if the value in a field is not equal to a specified value
Field Has Sentiment - This condition will be met if AI sentiment analysis of the text in a specified field detects the sentiment selected in the condition
Field is Greater Than or Equal To - This condition will be met if the value in a field is greater than or equal to a specified value
Field is Less Than or Equal To - This condition will be met if the value in a field is less than or equal to a specified value
Field Selected User in Group - This condition will be met if a user selected in a process field is a member of the specified group
Field Selected User not in Group - This condition will be met if a user selected in a process field is not a member of the specified group
Random Sample - This condition will be met at random, approximately the percentage of the time entered in the condition (0-100)
Current Hour Equals - This condition will be met if the hour in which the action is launched matches the specified hour. The hour should be entered in 24-hour format
Current Month Day Equals - This condition will be met if the day on which the action is launched matches the day specified in the action
Current Month Equals - This condition will be met if the month in which the action is launched matches the month specified in the action
Current User Company Contains - This condition will be met if the user who is logged in at the time the action is launched matches the company listed in the description. User company is defined on the user profile
Current User Department Contains - This condition will be met if the user who is logged in at the time the action is launched has a department that matches the department listed in the description. User department is defined on the user profile
Current User Equals - This condition will be met if the user that is logged in when the action is launched matches the user specified in the condition
Current User in Group - This condition will be met if the user that is logged in when the action is launched is a member of the specified user group
Current User not in Group - This condition will be met if the user that is logged in when the action is launched is not a member of the specified user group
Current User not Equal To - This condition will be met if the user that is logged in when the action is launched does not match the user specified in the condition
Current User Position Contains - This condition will be met if the user who is logged in at the time the action is launched has a position that matches the position listed in the description. User position is defined on the user profile
Current User Supervisor Equals - This condition will be met if the user who is logged in at the time the action is launched has a supervisor that matches the supervisor listed in the description. User supervisor is defined on the user profile
Current User Time Zone Equals - This condition will be met if the user who is logged in at the time the action is launched has a Time Zone that matches the Time Zone listed in the description. User Time Zone is defined on the user profile
Current Weekday Number Equals - This condition will be met if the day on which the action is launched matches the weekday number listed in the condition. Weekday numbers start at 1 (1 = Sunday, 2 = Monday, and so on)
Process Started by User - This condition will be met if the process is started by the user specified in the condition
Process Not Started by User - This condition will be met if the process is not started by the user specified in the condition
Process Greater than X Minutes Old - This condition will be met if the process has been running longer than the time specified in the condition
Process Less Than X Minutes Old - This condition will be met if the process has not been running longer than the time specified in the condition
Task Response Contains - This condition will be met if the task response contains text that matches the text in the condition
Task Response Does Not Contain - This condition will be met if the task response does not contain text that matches the text in the condition
Task Assigned To Group - This condition will be met if the task is assigned to a specified user group
Task Not Assigned To User Group - This condition will be met if the task is not assigned to a specified user group
Task Assigned To User - This condition will be met if the task is assigned to a specified user
Task Not Assigned To User - This condition will be met if the task is not assigned to a specified user
Task Is Completed - This condition will be met if a specified task is completed when the action is launched
Task Completed By User - This condition will be met if the task is completed by a specified user
Task Not Completed By User - This condition will be met if the task is not completed by a specified user
Task Not Completed - This condition will be met if a specified task has not been completed when the action is launched
Task Is Pending - This condition will be met if a specified task is still pending when the action is launched
Task Not Pending - This condition will be met if a specified task is not pending when the action is launched
Task Pending For X Minutes - This condition will be met if a specified task has been pending for a specified number of minutes
Task Not Pending For X Minutes - This condition will be met if a specified task has not been pending for a specified number of minutes
Task Response Equals - This condition will be met if a specified task response matches the response in the condition
Task Response Not Equals - This condition will be met if a specified task response does not match the response in the condition
Task Response Count Less Than - This condition will be met if the number of times a specified task has been completed with a specified response is less than the number in the condition
Task Response Count Not Less Than - This condition will be met if the number of times a specified task has been completed with a specified response is not less than the number in the condition
Previous Task Response Contains - This condition will be met if the previous task response contains the response in the condition
Previous Task Response Does Not Contain - This condition will be met if the previous task response does not contain the response in the condition
Specific Task Checklist Contains - This condition will be met if a specified value is selected in a specified task checklist
Specific Task Checklist Does not Contain - This condition will be met if a specified value is not selected in a specified task checklist

Action

Each Action Type has its own set of actions that can be configured.