Workflow Triggers allow you to automate certain actions, depending on criteria that is met within the registration portal. Currently, you are able to create actions that will:
Add a visitor to a watchlist:
If they complete the registration portal for a certain location
Depending on a selection they make within a Branch Page
If they do/do not sign a document
If they do/do not upload a photo
Based on any answer given on a form page question
Send a custom email to designated recipients:
if a visitor completes the registration portal for a certain location
Depending on a selection they make within a Branch Page
If they do/do not sign a document
If they do/do not upload a photo
Based on any answer given on a form page question
This feature is currently only available as to Complete Tier customers.
The Sections Covered Below Include:
Related Content
Creating a New Workflow Trigger
Once activated, you will be able to see the Workflow Triggers icon alongside the left-navigation bar. Click on it to enter the section. Then, click on the ‘New workflow trigger’ button at the top of the page.
Workflow Trigger Settings
This next section discusses the individual settings you can edit when creating your Workflow Trigger. For an example scenario on how to put these settings together, see THIS section below.
Name and Description
First, enter the name of your workflow trigger so that you can easily identify it when you come back later. Optionally, you can then enter a description, which we recommend you use to explain the purpose of this trigger.
Events
This section will allow you to choose what event will initiate your trigger. There is currently only one available: Person completes pre-registration. This only applies to the registration portal but we will be adding more events in the future.
Conditions
This section allows you to choose specific conditions that must be met within the registration portal to trigger your final action(s). If you add no conditions, the final action will be triggered every time a guest completes their registration.
First, click ‘+ Add Condition’. You can then choose your settings for these options:
Condition Choice:
Location Name: Choose what location this trigger applies to.
Branch Page Question: Choose which branch page question is referenced within the Registration Portal.
Signed Document Status: Choose which document is required to be signed.
Photo Upload Status: Choose which photo is required to be uploaded.
Form Page Question: Choose the triggering response based on any form page question.
Is or Is Not: Choose to trigger the final action if the condition IS met or IS NOT met.
Specific Location, Branch Page Answer, or document/photo status: Depending on your chosen condition choice, you’ll be able to choose from a list of locations, branch page questions, and signature/photo statuses within your account.
NOTE: You can add more than one condition. If you do, you can choose whether your final action will be triggered if ALL conditions are met or only ONE of them.
For an example of how to configure a Branch Page Question to apply to a condition, see THIS section below.
Actions
Finally, you can choose the action(s) that will fire if the conditions above are met. Currently, there are two actions you can choose from:
Add to watchlist: Assign this guest to one of the four watchlist colors after they’ve completed their registration.
Send an email notification: Send a custom email to designated individuals after the guest has completed their registration.
Add to Watchlist
NOTE: As an alternative to creating email notifications through Workflow Triggers, you can also trigger notifications directly from your Thank You Pages within the registration portal. Click HERE for more details.
After you’ve chosen your action(s), click Enable and Save to activate your trigger. You can disable the trigger from this same section later:
Example Scenario and Setup
Now let's walk through an example scenario. Let’s say we want to add guests to our red watchlist if they’ve met both of these conditions below:
The guest completed their registration for the Burnaby location.
The guest answered within that registration flow (Branch Page) that they do not have a valid passport.
Before we create the workflow, we need to make sure that we have a Burnaby location within our account that is utilizing a Registration Experience Template:
Branch Page Example
Next, we want to make sure that there is a Branch Page in the Vancouver Registration Experience that asks guests if they have a valid passport.
Your workflow trigger will reference your Branch Page’s three main fields:
Data Name: This name is used by Workflow Triggers to ensure you’re referencing the right Branch Page. Your visitor will not see this. To prevent data conflicts, make sure the branch page data name field is unique unless you are asking the same question across different paths. In the example below, our Data Name is Valid_Passport
Page Message: This message is visible to your guests and is used to ask a specific question such as “Do you have a valid passport?”
Branch Values: These are the options your guest can choose on the Branch Page. In reference to the passport question, your two branch values would be “Yes” and “No”.
Finalize your Trigger
Now we can head into the Workflow Triggers editor to apply these conditions. In the “Check these conditions for the selected event” section, we want to take these steps:
Add a condition that only applies to the Burnaby Location
Add a condition that only applies if the visitor did not answer YES to having a valid passport
Written in Workflow Trigger terms, your conditions would look like this:
Location Name - is - Burnaby
Do you have a valid passport - is not - Yes
Note: Alternatively, you can set this up as Do you have a valid passport - is - No
Make sure that ‘Match All’ is selected at the top so that both conditions must be met to fire the final action.
Finally, in the “If there is a match, trigger these actions” section, create an “Add to Watchlist” action and select RED as the assigned watchlist color.
Your final Workflow Trigger would look something like this:
Workflow Trigger Logs
To access trigger logs, click the Logs tab near the top of the page. This will show a log of all workflows that have run in the past, including a Status field on the right side that shows whether the trigger has successfully been completed.
To expand a log, click the dropdown arrow on the left-hand side. You can also grab full JSON logs by clicking the Show JSON logs button on the right. Our support team may ask for this if troubleshooting is needed.
NOTE: If you are using our Advanced Trigger feature, those logs will appear in this section as well.