Licensor admin users have the ability to create automations, such as business rules or exceptions. This is an upgrade to our original submissions Routings function, but with much more flexibility and forward-looking capacity to add more triggers and actions that are not only tied to submissions, but also to contracts.
To start, click on 'Company Settings,' and then 'Automations' from the menu on the left to see your list of preexisting automations.
From there, click on 'New Automation' in the top-right corner to create a new one.
You'll then land on the following screen, which is where admins can determine the three core sections of an automation:
Triggers are events that kick off the automation.
Conditions narrow the scope of the automation. They must be met for the automation to continue.
You can easily combine conditions using 'And' or 'Or' rather than needing to create separate automations.
In addition to including conditions, you can now also exclude them. For example, you might want to create an automation rule that includes all territories except Europe. Previously, you would have to list all the territories and leave Europe out of the list. Now you can simply add two items, one using Includes value and the other Excludes.
We’ve added a Parent workflow condition. Let’s say you have two workflows: Merch Promo and Events. Since you can sell products at events, Merch Promo is also a sub-workflow to the Events workflow. You also have two different teams reviewing each workflow. However, if a Merch Promo submission is added under the Events workflow, you want the Events team to review the product, not the Merch Promo team. This was previously impossible. Now you can use the parent workflow filter to create a new rule that says 'if Workflow is Merch Promo and Parent Workflow is Events,' then assign users from the Events team to that workflow.
Actions are what happen if an automation is triggered and conditions are met.
We’ve added a new action: Assign to parent submissions assignee(s) - you can now create an automation rule to assign users to the sub-workflow from the parent workflow.
Example:
Trigger - Submission added
Condition - Countries: USA, UK
Action - Assign to: John Russel, Alex Carter
What has happened? If a licensee adds a submission that has territories selected as USA and UK, then the system automatically assigns those submissions to John and Alex. The admin does not have to this manually every time.
This would end up looking something like the screenshot below once the values have been entered. Once you've set your triggers, conditions, and actions, click on the blue 'Activate' button in the top-right corner to set it live.
