Overview
Location: Site Configuration > {Module} > Actions
With the Actions feature, you can set up a module to carry out actions triggered by specific events. For example, you can send an email when the new item is created.
The next diagram illustrates the existing Events and Actions that can be triggered by them.
Event Types
When configuring an action it is necessary to specify the event that will trigger it. The next events applicable to items are available:
Event | Explanation | Triggered Actions |
|---|---|---|
Create | The new item is created in the module |
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Update | Existing item is updated | |
Create and Update | This combined event can trigger actions on both operations whether an item is created or updated | |
Delete | Existing item is deleted or inactivated Note, once item is deleted then only metadata is able to be copied. | |
Item's status is changed using workflow transition. Note, this event will also trigger the actions configured for Update event | ||
Linked Action | A special type of event that allows checking the response from "Copy to HTTP Server" actions which a mapped as linked. Literally, you can map the HTTP action as an event for Send Email action. |
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Proofing | A status is applied to PDF page in Proofing system | |
Item List Reminder | DEPRECATED | |
Batch File Upload *removed in v.15 | Creating items on Bulk Upload operation | |
Batch Combinations *removed in v.15 | Creating items by Execute Task Action "Create/Update items in another module" with combination option enabled | |
Batch Field Import *removed in v.15 | Creating/Updating multiple items via the Import mechanism | |
Batch Workflow *removed in v.15 | Updating items' status via Bulk Status Change operation | |
User clicks the related Action Button on UI |
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Scheduled | Periodically checks for the changes in set of tracked items |
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Action Types
The following actions can be configured in the system:
Action | Description | Triggered on Events |
*migrated to rules in v.15 | Sends an email to specified recipients. It is possible to use various placeholders in the message body, inserting the actual information from the item's fields, generate links, etc. Recipients list also can be generated from placeholders that insert user emails |
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Exports item's text data and uploaded files to an external server via FTP protocol |
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Sends the HTTP requests to a third-party system using its API. GET, POST, PUT, DELETE methods are supported | ||
Exports item's text data and uploaded files to the file system of the current server | ||
Allows executing additional operations on items. Such tasks are supported:
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Send to Connected Service | Used for integration with different third-party systems using dedicated Connected Services | |
Adds an "Order" button to the item's Action Menu. See more about Ordering functionality | ||
Adds a button to the item's Action Menu which allows creating an item in another module | ||
Adds a button to the item's Action Menu pressing which allows a user to navigate to a custom link, e.g. access a third-party system with a pre-generated access token | ||
Notification by Event *removed in v.15 | Sends a notification to a specific user about changes in the items on some event that will appear on the user's dashboard |
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Notification by Query *removed in v.15 | Sends a notification to a specific user about changes in the set of items tracked by the action. This notification is updated periodically to keep the actual state of tracked items |
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Actions are created and configured separately. More than one action can be triggered by a particular event. Action can be disabled if it is not needed at the moment so it will not be executed on any event.
Creating the Action
To configure an Action, follow these steps:
On the toolbar, click Create Action.
In the dialog box that opens, type a name for the Action in the Name box.
In the Event list, select an event that will trigger the Action.
In the Action field, select an Action.
Depending on the Action type specify the Actions' parameters.
If needed. add filters to make action executable only when item fulfills the certain conditions.
Save Action.
Actions Execution Order
It is possible to define the order of executing actions using the “Action Run Order” button. Please note, that the system is designed to run Update and Workflow actions in separate threads, that leads to mixing the run order.
When workflow transition occurs, it triggers both Update and Workflow actions (because the system recognizes changing the status field as item update).
Actions with event type Workflow always run AFTER actions with event type Update.
For example, there are 3 actions configured:
Action Name | Run Order | Event |
|---|---|---|
Send mail | 10 | Workflow |
Set price | 20 | Update |
Link product | 30 | Update |
Uncheck the flag | 40 | Workflow |
In this case, update actions will be triggered first respecting their order and only after that - workflow actions. The the real execution order will be the following: “Set price” -> "Link product" -> "Send mail" -> "Uncheck the flag".
Suppress on Bulk Operation
To prevent triggering actions intended to be triggered only on single operation events Suppress on Bulk Operation option can be used.
For example:
The action on Update Event will be also executed when performing Bulk Edit on multiple items. If this is not needed, set Suppress on Bulk Operation option to TRUE.
Action Filters
A filter can be added to make actions triggered only in certain cases, e.g. item is in the right status. It is possible to configure filter by the field with options, by date fields or on change of field value.
Several filters can be added and in this case triggering of the action will depend on the match criteria:
AND — trigger only if item state passes all filters.
ANY — trigger if at least one of the filtering conditions is true.
With filtering by date, it is possible to make delayed actions, which will not be triggered immediately on action event (create, update etc.) but when a certain date comes. It is required to have Field Object Watcher Scheduler Job running to handle delayed actions.
"Any new value" filter type will allow to trigger actions every time the content of the field changes. Filter type is applicable to the fields of the editable type: text, option, numeric, date, File.
Please, note the following current behavior and limitations related to the "Any new value" filter for File fields:
"Any new value" filter in action will react on any new file upload to the single file field, regardless of file name and file content. Namely, any new uploaded file will trigger the action even if file with the same file name and content was uploaded to the field before.
The logic described above is not applicable to the Multiple file fields with limit 1.
Any new value filters does not work with date filters in actions. Corresponding validation message will be displayed on attempt to save such configuration in action.