Triggers

Overview

A trigger watches for a particular answer on a form and acts on it, without anyone having to notice. If a piece of equipment is logged as faulty, a trigger can email the area manager and create a follow-up task to re-check it — automatically, every time.

How to Create a Trigger

Video walkthrough · 2:54Automate what happens nextWhen an answer comes back wrong, act on it without being asked

Walkthrough of “How to Create a Trigger”

1. Navigate to the Forms page and select the form you want to work with.
2. Click on the Settings tab.
3. From the settings menu, select Triggers.
4. Click the New Trigger button in the top right corner and provide a descriptive name for your trigger.
5. Define the condition that must be met for the trigger to activate.
6. Choose the action to be performed—you can create an assignment, send a notification, or both.

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Trigger Conditions

Conditions let you control exactly when a trigger fires by filtering submissions based on field values, status, location, team, and more.

Adding a Condition

Click Create Condition to set up your first filter, or use the + button in the top-right corner of the Condition section to add more filters to an existing condition.

This opens the Add Filter dialog, which lists all available filter types grouped into two sections:

• Submission data — built-in fields such as submission status, submitted date, submitter, team, and location.
• Questions — every question on the form that can be used as a filter (text, number, date, checkbox, etc.).

Searching for a Filter

When the Add Filter dialog is open, use the search bar at the top to quickly find the filter you need — start typing and the list filters in real time.

Combining Conditions

Once you have multiple filters you can control how they are evaluated together using the All / Any toggle at the top of the Condition section:

• All — the trigger fires only when every condition is met (AND logic).
• Any — the trigger fires when at least one condition is met (OR logic).

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Trigger Actions

You can configure two main types of actions for your triggers: Assignment Actions and Notification Actions.

Assignment Actions

A trigger can automatically create and assign a new task or form. This is a streamlined version of a normal assignment, with a few key differences:

• Single Assignee: Each triggered assignment can only have one assignee. This can be a specific user, the original submitter, or a user role relative to the submission’s location.
• Relative Due Date: You can set a due date that is relative to when the trigger is activated (e.g., 24 hours after submission).
• One Action Type: You can assign either a form or a task, but not both in the same action.

Assignment Action Settings

• Form: Assign a specific form.
• Assignment Name: (Optional) If a form is assigned, you can give the assignment a custom name.
• Task Name: The name of the task to be assigned.
• Task Instructions: Any instructions for the task.
• Include Pictures: Require the assignee to take pictures for the task.
• Camera Only: Require that pictures be taken with the camera at the time of completion.
• Assign To: Specify who the task or form will be assigned to. This can be a specific user, a role, the submitter, or a location.

  Note: If you choose “location,” the assignment will be directed to either the submission’s assigned location or the location selected in the first root location question of the form.

• Due Date: Set a due date relative to the submission date.
  • Due Interval: The numeric value for the due date (e.g., 1, 2, 3…).
  • Due Unit: The unit of time for the due date (e.g., Minutes, Hours, Days).
• Late Submissions:
  • Allow Late Submissions: Choose whether to accept submissions after the due date.
  • Late Due Interval: The numeric value for the late submission grace period.
  • Late Due Unit: The unit of time for the grace period.

Notification Actions

A trigger can also send automated email or push notifications to specific recipients.

Notification Action Settings

• Recipients: You can add any number of recipients to a notification action.
• Email: Send an email to a specific email address.
• User: Send a push notification or email (depending on the user’s preferences) to a specific user.
• Role: Send a push notification or email to the first user found with a specific role.

  Note: If no user is found with the selected role, the system will automatically search for a user with a “Reports to” role higher up in the organizational hierarchy. This process continues until a user is found. If no user can be located, the notification will be sent to the organization’s admins.