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Automation Example: Create Record

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In this example, we will loop through assigned tasks to find where the activity is replace and the task is not open, and then we will assign the task of replacing a sign to Chris Martinez. This is a bulk edit automation.

  1. Click  >Automation Manager.
  2. Click Create Automation.
  3. In the Search for Trigger field, enter manual.
  4. Select Manually create or edit records in bulk.
  5. Drag the Loop Records block to the Actions section.
  6. In the Properties panel, change Title to Sign Replacement.

Now we are going to set up our loop.

  1. In the Recordset dropdown list, select Task.
  2. In Select field, select Asset Type.
  3. In the Select Operator field, select Is.
  4. In the last field, select Sign.
  5. Click  .
  6. In Select Field, select Activity.
  7. In the Select Operator field, select Is.
  8. In the last field, select Replace.
  9. Click  .
    This portion of the filter needs two filter statements.
  10. In Select Field, select Status.
  11. In the Select Operator field, select Is Not.
  12. In the last field, select Completed.
  13. Click  .
  14. In Select Field, select Status.
  15. In the Select Operator field, select Is Not.
  16. In the last field, select Canceled.

This sets the loop; now we need to assign a task to someone to replace the sign if the conditions of that filter are met.

  1. Drag the Create Record block to the Actions section and nest it under the Sign Replacement block.
  2. In the Properties panel, change the title of the block to Assign to Sign Person.
  3. In the Recordset field, select Task Assignment.
  4. In the Parent Record field, select Task Record Sign Replacement.
  5. Next, we have to pick the fields for the task record; our options are already be filtered down in the fields.
  6. In the Search field, select Labor ID.
  7. In the Labor ID field, select Chris Martinez. Chris's labor-ID number displays in the Labor ID field.

Our automation is nearly complete, but we need to rename it, activate it, and save it.

  1. In the automation name box near the top of the screen, change the name to Add assignment to replace sign task.
  2. Activate the automation by sliding the switch to the on position.
  3. Click Save.

In order for the automation to run, it must be activated and saved. This allows you to save a partially completed automation that is not ready to run. Later, when you complete the automation, you should activate it and save it.