Automating Process With Triggers

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Automating Processes With Triggers
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Agenda

1. Types of Workflows in Apptivo
2. What is a Trigger?
3. Common Example of Triggers
4. Product Demo- Components of a Trigger
5. Product Demo Creating Some Examples Together

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Types of Workflows In Apptivo
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Two Types of Workflows Available
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Service Level Agreements
Create Different Events for Each Business Rule
Define Then Event an Automation Should Occur, and
the Desired Actions
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What is a Trigger?
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Overview of a Trigger
A trigger is business rule which can perform
automatic actions based on an event inside of an
Apptivo app.

• There are three types of triggers
• Event Based Triggers
• Time Based Triggers
• Activity Based Triggers

Triggers are currently available in these apps
Leads, Opportunities, Contacts, Customers,
Cases Triggers are available in the Enterprise
Plan
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Common Examples of Triggers
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Processes Implemented by Triggers

• There are limitless applications for triggers,
  but there are six key purposes a trigger can
  serve. Note that each example starts with
  When a trigger is about defining a special
  event when automations should occur.
• Special event notifications
• When a large deal closes, notify the manager of
  that division.
• When a high priority case is raised, notify the
  support manager.
• Automated assignments
• When a lead comes in, assign to a sales rep based
  on territory.
• When a case comes in, assign it to a sales rep
  based on the type of issue.
• Stale record alerts
• When an opportunity in the quote stage hasnt
  been updated in 2 days, notify the owner.
• When a high priority ticket is not updated for 24
  hours, notify the support manager.
• Custom approval workflows
• When a special type of case is resolved, notify
  the support manager to review before closing.
• Before moving to the quote stage for a large
  deal, get approval from the regional manager.
• Flagging data for reports queue
• When a deal is first moved to the quote stage,
  set the current date into a custom field,
• When a case is resolved on the first day it was
  opened, set a custom field to Yes.
• Performing actions on behalf of a user
• When an employee resolves one case, automatically
  resolve other associated cases.

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Product Demo Components of a Trigger
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Three Components of a Trigger
Name, Status, Event Types, and Frequency
Criteria to Check for Business Rules
Actions to Perform When Criteria is Met
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Actions Supported
Update the Value of Any Attribute on This
Object (or any related object)
Send Emails to Employees or Customers
Each Type of Attribute Can be Updated Differently
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Product Demo Building Some Examples
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Processes Implemented by Triggers

• There are limitless applications for triggers,
  but there are six key purposes a trigger can
  serve. Note that each example starts with
  When a trigger is about defining a special
  event when automations should occur.
• Special event notifications
• When a large deal closes, notify the manager of
  that division.
• When a high priority case is raised, notify the
  support manager.
• Automated assignments
• When a lead comes in, assign to a sales rep based
  on territory.
• When a case comes in, assign it to a sales rep
  based on the type of issue.
• Stale record alerts
• When an opportunity in the quote stage hasnt
  been updated in 2 days, notify the owner.
• When a high priority ticket is not updated for 24
  hours, notify the support manager.
• Custom approval workflows
• When a special type of case is resolved, notify
  the support manager to review before closing.
• Before moving to the quote stage for a large
  deal, get approval from the regional manager.
• Flagging data for reports queue
• When a deal is first moved to the quote stage,
  set the current date into a custom field,
• When a case is resolved on the first day it was
  opened, set a custom field to Yes.
• Performing actions on behalf of a user
• When an employee resolves one case, automatically
  resolve other associated cases.

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Example 1 Special Event Notification
Business Rule When a high priority case is
raised, notify the support manager. Type of
Trigger Event Based of Triggers Required
2 Description Whenever a case is created, or
updated to High priority, notify the support
manager Laurie. Trigger 1 Event
Create Criteria Old Priority ltgt High AND New
Priority High Actions Send Email Template
High Priority Case Notification to Laurie
Michaelson Trigger 2 Event Update Criteria
Old Priority ltgt High AND New Priority
High Actions Send Email Template High
Priority Case Notification to Laurie
Michaelson
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Example 2 Automated Assignment
Business Rule When a case comes in, assign it to
a sales rep based on the type of issue. Type of
Trigger Event Based of Triggers Required
2 Description In this scenario, we want
incoming cases that are Feedback or
Partnership Opportunities to be assigned to the
marketing manager, while all others are assigned
to the support lead. Trigger 1 Criteria Type
Feedback OR Type Partnership
Opportunities Actions Update Attribute
Assigned To to Laurie Michaelson Trigger
2 Criteria Type ltgt Feedback AND Type ltgt
Partnership Opportunities Actions Update
Attribute Assigned To to Edna Jones
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Example 3 Stale Record Alerts
Business Rule When an opportunity in the quote
stage hasnt been updated in 2 days, notify the
owner. Type of Trigger Time Based of Triggers
Required 1 Description Every morning we want
to check for opportunities currently in the quote
stage, and if they havent been updated in the
last 2 days, send an email to the sales rep who
owns that deal. Frequency Daily at 900
AM Criteria Sales Stage Proposal/Price
Quote Actions Send Email Template Stale Quote
Alert to Attribute Owner
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Example 3 Custom Approval Workflow
Business Rule Before moving to the quote stage
for a large deal, get approval from the sales
manager. Type of Trigger Time Based of
Triggers Required 2 Description When a deal
is going to be advanced to the quote stage, a
manager must first review and provide their
approval before the sales rep can move
forward. Trigger 1 Criteria Old Approval
Status ltgt Requested, New Quote Approved
Requested Actions Send Email Template Quote
Approval Requested to Laurie Michaelson Trigger
2 Criteria Old Quote Approved ltgt Yes, New
Quote Approved Yes Actions Update Attribute
Approval Status Approved
Send Email Template Quote Approved
to Owner Trigger 3 Criteria Old Quote
Approved ltgt No, New Quote Approved
No Actions Update Attribute Approval Status
Rejected Send
Email Template Quote Rejected to Owner
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