Considerations when building automations

Owned by Matt Kepple
Last updated: Jun 22, 2024 by Atiksha Birendra
3 min read

Automation Rules Guide

Overview

This guide provides an overview of the automation rules within the system, explaining when automations run, when they do not, and how certain edits affect their execution. Understanding these rules is crucial for ensuring automations function as expected.

Automation Execution Rules

1. Event-Based Automations

  • Initial Run: When an automation is set for an event, it will execute based on the defined trigger conditions (e.g., sending an alert one day before the event).

  • Editing Event Date/Time: If the event date or time is changed to a future date, the automation will run again (This is because Automation runs every hour). However, it will not send alerts to beneficiaries who have already received them.

2. Contact-Based Automations

  • Initial Run: When an automation is set for a contact, it will execute based on the defined criteria.

  • Re-running Automation: If the same contact meets the criteria again, the automation will not run for that contact. The system tracks the contacts that have already been processed.

Handling Resolved and Unresolved Alerts

  • Resolved Alerts: Once an alert is successfully sent, it is marked as resolved. Resolved alerts will not be sent again to the same beneficiary, even if the event is edited.

  • Unresolved Alerts: If an alert is not sent successfully and remains unresolved, the automation will attempt to send the alert again when the criteria are met.

Editing Automations and Events

  • Editing Event Timing: Changing the start and end times of an event can affect the automation. If the new timing still falls within the automation’s trigger conditions, it will execute as planned.

  • Editing Automation Timing: Adjusting the time at which an alert is sent (e.g., from 32 minutes before the event to 2 hours before) can impact execution. Ensure the new timing allows sufficient time for the automation to run.

Example Scenario

  1. Scenario Setup:

    • The event was created with a start time of 12:40 PM on June 22, 2024 (BST).

    • Automation is set to trigger one day before the event.

  2. Editing the Event:

    • Event time changed to 12:55 PM on June 22, 2024.

    • Automation timing was updated to send an alert 2 hours before the event.

  3. Execution:

    • Automation will execute on June 21, 2024, at 10:55 AM (BST).

    • If previously sent alerts are marked as resolved, new alerts will only be sent to those who did not receive them.

Common Issues and Troubleshooting

  • Automation Not Triggering: Ensure the event or contact meets the criteria and the timing allows for the automation to run.

  • Alerts Not Sent: Check if the alert was marked as resolved. If so, it will not be sent again to the same beneficiary.

  • Timing Conflicts: Confirm that the trigger conditions (such as sending alerts a predetermined amount of time before the event) of the automation are workable and fall within the system's operating hours.

Reaching Out to Assistance

Please get in touch with the support team with the event details, contact details, and automation settings if problems continue or more explanation is required.

All the information needed to comprehend and efficiently handle automation rules is provided in this guide. Please refer back to this guide for any updates or modifications to these guidelines, or get in touch with the support team for more help.