Triggers and actions
How does it work?
Triggers and actions can be used to automate your Scoro workflows. You can create different rules that are defined as a simple command: “When this happens, then do that”.
For example: when someone modifies my quote, then send me a notification in Scoro.
A trigger is an event that sets off the rule.
An action is what the rule does for you.
A rule is a combination of triggers and actions.
How to manage triggers and actions in Scoro?
You can access triggers and actions from Settings > My settings > Triggers and actions.
In the list view, you can see all the rules that you have created.
- The rule is actively running in the background
- The rule is in draft mode and does not run actively
- The rule was active before but paused by the system because some change in the site setup affected the rule (toggle is disabled)
‘Other rules’ are created by other users who have chosen to notify you with their rule.
You can access (view and modify) only the rules that are created by you by clicking on the rule name.
How to create a new rule?
To create a new rule, click Add in the top right corner. A new rule view opens.
First, you have to give your rule a name. A good name is one that describes the rule with a command described above: “When this happens, then do that”. For example: “When my quote is changed, then notify me in Scoro”.
In the Entries section, you can define which object triggers the rule. For example, you can create a rule about changes occurring in tasks, quotes, invoices, etc.
You can monitor either:
- Any regular entry
- For example, you can set up a trigger for all tasks created by you.
- A specific entry
- For example, you can trigger a notification only if a specific task is changed.
- A bookmark item
- For example, you have created a bookmark for tasks with the status of “Needs attention” and would like to be notified only about changes related to these tasks.
In the Trigger section, you can choose what activity sets off the rule.
- created by + user
- The rule is triggered when a new entry is created by the selected user(s)*.
- modified by + user (Examples)
- The rule is triggered when an entry is modified by the selected user(s) in any way.
- If you want to trigger the rule only when some specific fields are modified, then specify the fields. For example, trigger the rule only if the status or the deadline is modified.
- deleted by + user
- The rule is triggered when an entry is deleted by the selected user(s)*.
- touched by + user
- Includes created, modified, and deleted*.
- Even though this option includes modified as well, you can’t define additional fields with it.
An action is what the rule does for you. You can add up to 10 actions per rule.
*You can choose either one or many users or a dynamic user group.
- Notify in Scoro + user(s)
- When the rule conditions are met, a notification is sent out to the selected user(s)* in Scoro.
- Notify via e-mail + user(s)
- When the rule conditions are met, an e-mail is sent out to the selected user(s)*.
- Trigger a webhook + URL
- When the rule conditions are met, a webhook is triggered
- Tip: you can trigger a Zap based on the rule (Zapier, example)
To get started, you can try out some of the combinations described here.
Your active rule can get suspended if there is a change in the site setup that affects the rule. For example, you were using a custom field on quotes and wanted to get notified if the field is changed. But someone from your team archived the custom field from the settings, therefore the rule is set as suspended.
When this happens, you are notified in Scoro.
How to re-activate suspended rules?
- Open the rule in the Modify view by clicking on it.
- Look over the highlighted site changes.
- Fix the missing values.
- Re-activate the rule from the toggle.
How to fix suspended rules?
There are 3 main reasons why rules get suspended.
1. Custom field that was used in the rule gets archived.
How to fix it:
1. If this custom field was the only field used in the rule, you have to select another field or re-activate the custom field.
2. If multiple fields were selected in the trigger section, the custom field has already been removed from the list and you just need to activate the rule again from the toggle.
2. User specified in the rule gets deactivated.
How to fix it:
1. Trigger section:
- If this user was the only user selected in the trigger event, you have to select another user or activate the user again.
- If multiple users were selected, the rule is not broken, you just need to activate the rule again from the toggle.
2. Actions section:
- If this user was the only user selected in the action and there is only one action, you have to select another user.
- If this user was the only user selected but there are other actions besides the affected action, then this action is simply removed by the system and you just have to activate this rule again from the toggle.
- If multiple users were selected for the action, then the user is already removed from the list and you just have to activate the rule again from the toggle.
3. Field that was used in the rule is disabled in the settings.
There are 3 fields under ‘Triggers and actions’ that can be used only if they are enabled under the ‘Sales and finance’ settings.
1. Shipment date for quotes and orders
2. Recognition date for expenses
3. Reimbursable status for expenses
How to fix it:
1. If any of these fields was the only field used in the rule, you have to select another field or re-activate the setting.
2. If multiple fields were selected in the Trigger section, the field has already been removed from the list and you just need to activate the rule again from the toggle.