You can configure automation rules to create activities, send emails, submit, edit or duplicate forms, and edit case fields upon fulfilling defined criteria. Once you create your rule, take a look at the sections you require then finalise your rule in the last section.

Create an automation rule

To start creating automation rules, follow these simple steps:

Click three-line menu, then click Configuration.
Click the relevant service that the service user is under.
Select the service you wish to create the rule against, e.g. Client Records.
Click Automation, then click New Automation Rule.

From here, jump to the section you need below.

Choose trigger type

Here you would choose if you want an automation rule for a from or a case field.

⚠️Important: Once you have selected a trigger type and navigated to the next page, the trigger type cannot be changed.

Form submitted

You would use this if you want to receive and email, activity, new form, or to update a case file when submitting a form.

To set this up, follow these steps:

Click From Submitted, then select the relevant form from the dropdown.
Click Next.
If needed, click the plus button to add criteria to the rule.
🤓Tip: If Field_1 = Yes, the rule only triggers when Field_1 is set to Yes. To have the rule trigger every time the form is submitted or the case field is updated, simply skip this step.
Click Create Trigger.
Use the plus button next to each action to specify how many times the rule should perform that action.

Case Field Update

You would use this if you want to receive and email, activity new form, or to update a case file form when updating a case file.

To set this up, follow these steps:

Click Case Field Update, then select the relevant field from the dropdown.
If needed, click the plus button to add criteria to the rule.
🤓Tip: If Field_1 = Yes, the rule only triggers when Field_1 is set to Yes. To have the rule trigger every time the form is submitted or the case field is updated, simply skip this step.
Click Create Trigger.
Use the plus button next to each action to specify how many times the rule should perform that action.

Choose Actions

In this section you'll select how what you want the automation to do, for example send an email or update a case field.

Email

You can create an email form when submitting a form or amending a case file.

Tokens are types of code that you can use in emails and activities. For example, you can add to the email form submitted by as a token and then you receive the email it tells you who submitted the form. You can use the blue arrows to add available tokens.

Add the role you want to send the email to.
Add a subject for the email, then add a body to the email.
You can add an attachment of the form or another form that needs to be completed following this form submission.
You can add a delay in when this email sends after submitting the form by selecting the delay checkbox and adding tokens. For example, you can delay 14 days by using form submitted date and time +14d.

Create Activity

You would use this to create an admin activity when submitting a form or updating a case field.

Tokens are types of code that you can use in emails and activities. For example, if you want the activity deadline 14 days after submitting the form, you would use the form submitted date and time +14d. You can use the blue arrows to add available tokens.

Add an activity name, then add the role you want to assign the activity to.
Add a deadline for completing the activity.
You can add a delay in when this email sends after the form is submitted by selecting the delay checkbox and add for example in the tokens.

📌Note: You can assign each admin activity to multiple people, however only a single user needs to complete it.

Update Case Field

You would use this to update a case field when submitting a form, such as a care plan due date.

Select which case field you want to update.
Use the blue tokens to select what token you want to use to update. For example case field - address line 1 = Form component 60 form ${form_component_60}.
Click the plus button if you want to add more fields.

Submit Form

You can use this to edit, duplicate or create a new form when submitting another form or updating a case field.

Select the form you want to use from the dropdown.
📌Note: You can't update the form you're using from the automation rule.
Select the action from the drop-down, create, edit, or duplicate.
If you want the automation to update with the latest form version, select the checkbox.
Select the part of the form you want to duplicate, edit or create.
Add what you want this to show. For example form ${form_submitted_date_time} +10d.
If you need to add more outcomes, click the plus button to add fields.

Finalise your rule

To finalise your rule, you should be on the Description & Activation step 5 of 5 screen. Here you’ll name your rule and add any delays you’d like to the rule.

Use this table in the final step 5 of 5 screen, then click Create Rule.

Field	Description
Title	A title for your automation rule.
Description	A description of what your automation rule does.
Override inflight rule action	If selected, any inflight rules will be overridden with the latest triggers when resubmitting the form.
Trigger only on initial form submission	If selected, the rule only triggers when the first submitting the form. Any subsequent updates to the form don't cause the rule to re-trigger.

Edit an automation rule

Click the three-line menu, then click Configuration.
Click the relevant service that the service user is under.
Select the relevant service, then click Automation.
Click the edit icon on the relevant automation rule.
Make the relevant amendments, then click Update.

Change the emails of who receive automation rules

If you need to update the email address that receives notifications from an automation rule, you’ll need to modify the associated user’s email address. automation rules are tied to roles and groups, meaning that any user within the relevant group will receive an email when the rule is triggered.