Triggers and actions: Best practices (Examples)
To get started with Triggers and actions, see some useful examples below.
1. Get notified when someone changes the status or the deadline of a project you are a member of
“When any project that I am a member of is modified by anyone by changing the status or the deadline, then notify me in Scoro.”
Give the rule a name. For example: “Project status or deadline changed - notify me”.
- Select ‘any regular’ because you want to monitor all the tasks.
- Select ‘project’ as the module.
- Define user association type as ‘with member’.
- Select the user as ‘your username’.
- The activity that should set off the rule is modification, therefore, select ‘modified by’.
- You want the rule to be triggered by any status change, no matter which user modifies it, therefore, select 'any user'.
- You want the rule to be triggered only when either the status or the deadline is changed, not when anything else is modified, therefore, select ‘status’ and ‘deadline’ from the field's dropdown menu.
- Select 'Notify in Scoro'.
- Specify user as 'Me' (default value).
Now that you have activated and saved the rule, you will be notified in Scoro whenever someone changes the status or the deadline of any project that you are a member of.
2. Get notified when someone changes the status of a quote that’s over 50K
To stay on top of the biggest sales opportunities, you can track only specific types of quotes by using bookmark filtering.
First, create and save a bookmark in Scoro that filters out all the active quotes that are over 50K.
Then use that same bookmark as an entry that triggers the rule.
3. Create a custom workflow with ‘Triggers and actions’ and the Zapier integration
You can create a rule that triggers a Zap.
For example: “When any quote in Scoro is sent out to the client, change the quote status in Scoro.”
For this, you need to do two things:
- create a rule in Scoro that if any quote is modified by changing the field ‘is sent’, a webhook is sent out;
- create a Zap that will be triggered from that webhook and changes the status of the quote.
Let’s walk through it step by step.
Step 1: Create a Zap in Zapier (trigger)
First, you need to create a Zap that is triggered from the webhook.
Simply choose ‘WebHooks by Zapier’ as a trigger and you receive the webhook URL to use when setting up the rule in Scoro.
Step 2: Create a rule in Scoro
Before you can continue with the Zap, you need to create a rule in Scoro, so you can test the rule and get all the necessary data for setting up the Zapier action.
Create a new rule in Scoro under ‘Triggers and actions’ with the following data:
- Any regular quote owned by any user.
- Entry is modified by any user by changing ‘is sent’.
- Select ‘Trigger WebHook’ as an action for the rule and copy-paste the URL you received from Zapier (see step 1) as the Webhook URL.
Step 3: Test the trigger step in Zapier
Now that you have created the rule, finish the trigger setup in Zapier by testing if the rule works as expected.
To do so, send out a quote in Scoro and test the trigger in Zapier.
You should receive the quote data as the test result for the Zapier trigger.
Step 4: Finalize the Zap
Add an action to the Zap:
- app: Scoro
- action event: “Create or update quote”
To update the same quote, you need the quote ID from the first Zapier step.
Fill in all the required fields the same way (Payer).
To change the status of the quote, select the correct status on the Status field below.
If you don’t want to change anything else, leave the rest of the optional fields empty. This way the other fields will remain as they were before.
Test the Zap action to ensure that everything works as expected. Then turn on the Zap.
(For more details about how to set up a Zap, see the Zapier article here)
Now whenever a quote is sent out from Scoro, its status is also changed automatically.
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