Creator Help

Automation

Table of Contentsup

Overview

Form Automation allows you to create dynamic forms that perform certain tasks based on the values specified in the form. You can automate your form to display custom confirmation message, redirect users to different web pages, send custom email/sms notifications depending on the values specified by the user, while filling the form. Form Automation basically comprises of two parts - Rules and Tasks.

Screen shot of the Automation page of a Product Sales Form with list of rules and associated tasks

Rule List

Rules

A rule defines the specific event that triggers the rule , the condition to be evaluated and the tasks to be performed if the condition is true. When a rule is triggered, the tasks associated to the rule are also triggered. If you do not associate any task to the rule, the task is not triggered. Hence, all the Rules and Tasks needs to be associated with each other to work.

Create new rule

Select Form Settings - Automation, to create a new rule. The automation page comprises of Rules and Tasks tab, with Rules tab selected by default. Specify the following details to create a new rule.

a. Basic Details 

Use this panel to assign a name and description to the rule.

  • Enter the name of the rule. Maximum character limit is 255. Example: Send confirmation email.
  • Enter a description for this rule. The description should include the purpose of the rule. Maximum character limit is 255.

Screen shot of the Basic Details panel of a Rules pageRule Basic Details

b.Execute on

The Execute on panel defines the specific event which triggers a rule. Rules are triggered when a new record is added or when an existing record is updated or both. Rules associated with field tasks will be triggered when the value of a field is added or updated or both. 

Add - The Add rule is triggered on form submit after a new record is added to the database. Rules associated with field tasks will be triggered at the time of user attempt to add input values in client side.

Update - The Update rule is triggered on form submit after an existing record is modified in the database. Rules associated with field tasks will be triggered at the time of user attempt to update input values in client side.

Add and Update - The Add and Update rule is triggered on form submit after a new record is added or existing record is modified in the database. Rules associated with field tasks will be triggered at the time of user attempt to add or update input values in client side.

Screen shot of the Execute On panel of a Rules page

Rule Execute Details

c. Criteria

The Criteria panel defines the rule condition or criteria .  A criteria comprises of,

  • Criteria field  - Name of the form field to check the value against.
  • Operator- The operator to evaluate the field value. The types of operator depends on the criteria field type.  The operator for each field type is given below.
    • Number: equals, not equal to, less than, less than or equal to, greater than, greater than or equal to
    • Date & Time: equals, not equal to, before, after
    • Others: equals, not equal to, starts with, ends with, contains, does not contain
  • Value - The data the user must enter in order to make the Condition true. The possible values that can be used depends on the criteria field.

Multiple Criteria

At the end of each condition or criteria you will find the + button that allows you to add multiple criteria for each rule with AND/OR operator. When you click on the + button to the right of the first condition, this will display a logical operator dropdown to state whether the rule requires all of the conditions to be true (AND) or at least one of the conditions to be true (OR), before the tasks will be executed.

Screen shot of the Criteria panel of a Rules page.

Rule Basic Details

d. Associate Tasks

The Associate Tasks panel is used to create new tasks and associate existing tasks to a rule. You can define new tasks directly from this panel or from the Tasks tab and associate it to Rules. Refer the section Tasks to define new tasks.

Screen shot of the Associate Tasks panel of a Rules page

associate tasks

Tasks

Tasks are the actions performed when a rule is triggered.  You can create new tasks directly from the Tasks tab and associate it with Rules. 

Screen shot of the Automation page with list of tasks and associated rules

Task List

Field Tasks

Field tasks allow you to show/hide or enable/disable form fields and buttons based on the value specified in another field. Field tasks are executed before the data is persisted in the database. The following field tasks are supported.

Hide Fields

The Hide Field task allows you to selectively hide fields and  buttons in your form. The target field or button is displayed in the form until the hide rule condition evaluates to true. When the condition is true, the field or button is dynamically hidden on the form.

Show Fields

The Show Field task allows you to selectively display fields and  buttons in your form. The target field or button stays hidden in the form until the show rule condition evaluates to true. When the condition is true, the field or button is dynamically displayed on the form.

Enable Fields

The Enable Field task allows you to selectively display fields and  buttons in your form. The target field or button stays hidden in the form until the show rule condition evaluates to true. When the condition is true, the field or button is dynamically displayed on the form.

Disable Fields

The Disable field task allows you to selectively disable fields and buttons in your form. The target field or button will be available for viewing and editing, until the disable rule condition evaluates to true. When the condition is true, the field or button is dynamically disabled and cannot be edited.

To create new field task

  • Click on Automation - Tasks.
  • Click on Create Task button.
  • Specify the task name
  • Select the required field task from the list of supported tasks
  • A list of all the fields in the form and the form button names will be displayed below.
  • Select the target field from the list.
  • Click on Save to add the task to the task list.

Screen shot of the Enable Fields task that enables the field named "Online_Payment",, when the rule condition is true

Task Show Fields

Form Tasks

Email/SMS Notifications Task

The Notifications task allows you to send email/sms notifications to an email address or group of email addresses  if the rule condition evaluates to true, after the form data is submitted.

To add a new email notification task

  • Click on Automation - Tasks.
  • Click on Create Task button.
  • Specify the task name
  • Choose Email notification task from the list
  • Specify the From/To address.  You can also assign the admin/login user email ids as the From address. To do this, mouse over the From/To address field and select the zoho variable from the list.
    • zoho.adminuserid assigns the email id of the admin user
    • zoho.loginuserid assigns the email id of the login user
  • Specify the subject and notification message to be sent.
  • Click on Save to add the task to the task list.

Screen shot of the Email Notification task that sends an email on form submit, when the rule condition is true

Task Send mail

To add a new sms notification task,

  • Click on Automation - Tasks.
  • Click on Create Task button.
  • Specify the task name
  • Choose SMS Notifications task.
  • Click on Default connection. 
  • Specify the mobile number with the country code in the To field. For default connection, the mobile number has to start with country code without the + sign. For example, 91xxxxxxxxxx, where "91" is the country code of India. 
  • Specify the message to be sent in the Message text box, if the rule condition evaluates to true.
  • Click on Save to add the task to the task list.

 Screen shot of the SMS Notification task that sends an sms on form submit, when the rule condition is true

Task Send mail

Success Message Task

The Success Message task allows you to display custom confirmation message to users, if the rule condition evaluates to true, after the form data is submitted. If the success message rule meets the condition after the form data is submitted, users will see the custom message otherwise your form will display the standard message you specify in the Form Builder.

To add a new custom message task,

  • Click on Automation - Tasks.
  • Click on Create Task button.
  • Specify the task name.
  • Specify the custom message to be displayed if the rule condition evaluates to true.
  • Click on Save to add the task to the task list.

Screen shot of the Success Message task that displays the specified message on form submit, when the rule condition is true

Task Success Message

Next URL Task

The Next URL task allows you to redirect the form to another page.  The task will be executed when a new record is successfully submitted to the database or when an existing record is updated in the database. 

To add a new next url task,

  • Click on Automation - Task
  • Click on Create Task button.
  • Specify the task name.
  • Specify the url of the page to be displayed if the rule condition evaluates to true. For example, www.zoho.com
  • Click on Save to add the task to the task list.

Screen shot of the URL redirection task that redirects users to the specified webpage on form submit, when the rule condition is true

Task Redirect

Subform Tasks

Subform tasks allow you to hide/show the subform Add Entry/Delete Entry buttons based on the value specified in the main form. Subform tasks are executed before the data is persisted in the database. The following subform tasks are supported.

Hide Add Entry

The Hide Add Entry task allows you to selectively hide the Add New button displayed in your subform. The target button is displayed in the subform until the rule condition evaluates to true. When the condition is true, the button is dynamically hidden on the subform.

Hide Delete Entry

The Hide Delete Entry task allows you to selectively hide the "X" icons displayed for each entry in your subform. The "X" icon is displayed in the subform until the rule condition evaluates to true. When the condition is true, the "X" icon is dynamically hidden on the subform.

Show Add Entry

The Show Add Entry task allows you to selectively show the Add New button displayed in your subform. The target button stays hidden in the subform until the rule condition evaluates to true. When the condition is true, the button is dynamically displayed on the subform.

Show Delete Entry

The Show Delete Entry task allows you to selectively show the "X" iicon icons displayed for each entry in your subform. The "x" icon stays hidden in the subform until the rule condition evaluates to true. When the condition is true, the button is dynamically displayed on the subform.

To create new subform task

  • Click on Automation - Tasks.
  • Click on Create Task button.
  • Specify the task name
  • Select the required subform task from the list of supported tasks
  • A list of all the subform fields in the form will be displayed below.
  • Select the target field from the list.
  • Click on Save to add the task to the task list.

Screen shot of the Hide Delete Entry task that hides the "X" icon, when the rule condition is true

Task Show Fields

Screen shot of the Rules page which associates the above subform task.

Rule Subform

Code View 

The Code View link displayed on the top-right corner of the Rules page displays the Deluge code for the created rule.

Code view

Modify and Delete Rules

The Rules tab, will display the list of rules created. To modify an existing rule, click on the specific rule name.

To delete a rule, click on the Remove link displayed for each rule.

Enable and Disable Rules

The first time you save your rules on a form, they will be enabled by default. You can toggle this setting by checking the “Enabled” status button displayed for each rule listed in the automation page.

Top