Document Triggers

Owned by Former user (Deleted)
Last updated: Jan 08, 2024 by Rebecca David
6 min read

Create a Trigger

Click Add New Trigger.

Trigger Name

Give your Trigger a Name.

When This Happens....

Choose Form Type

Choose one or multiple form types that you want this trigger to apply to.

 

Choose Trigger Action

Choose when you want the trigger to happen.

Definitions

  • Created = A new form is created. (Draft or Issued).

  • Status Changed = An existing form’s status is changed.

  • Created or Status Changed = refer to Created and Status changed above.

  • Commented On = Adding a text based response to the form, which will show up under the comments section.

  • Created or Commented On = refer to Created and Commented On above.

  • Updated = Form Revision, Addressing, Status, User Field, Due Date, Title etc is changed, or the form is Commented on, or an Attachment is added.

  • Created or Updated = refer Created and Updated above.

  • Based on User Field Change = When a user field is changed.

Applies to all places that support triggers

  • Modern Forms

    • Create

    • Respond

    • Quick Reply

  • Classic Forms

    • Create

    • Respond

    • Quick Reply

  • Inline Edit Saved Search

  • Import Utilities

Based on Status 

For the following Trigger Actions choose what status the form has to be in for the trigger to occur.  

  • Created.

  • Status Changed.

  • Created or Status Changed.

  • Commented On.

  • Created or Commented On.

  • Updated.

  • Created or Updated.

Based on User Field Change

For Based on User Field Change, choose the user field, the value and the option.

  • Supported fields are checkbox, select, radio

  • You can configure a trigger for fields outside of a list or within a list

  • If you select a trigger user field that is outside of the list control you can only update other user fields outside of a list.

  • If you select a trigger user field that is within a list control, you can only update user fields within that same list control.


If Clear fields when condition is not matched is checked then it will update the user field.  If unchecked it clears the user field as the conditions set are not met. 

Do This....

Choose an Action

Choose an action to update. 


Choose Action


Update current form

Updates the chosen event field (see next table) for the current form only.

Update most recently issued linked form of a certain type

When you choose a form type here, the trigger updates the chosen event field (see next table) in the most recently issued linked form of this form type.


Update form linked to a tender package

Updates the chosen event field on the form type you have chosen if the form is linked to a tender package. 

Create new form

A trigger will create the chosen form type.



Trigger a URL

A trigger will open the URL specified.


Allows users to trigger a URL and post relevant data to the API through a method of their choice - GET or POST.

Once the user selects the Trigger a URL option, they can paste a custom URL in the input box.

The software will then replace the project name, document ID, and form type with the syntax provided by the user.

Users can include ProjectName, DocumentId, DocTypeCode (e.g. COR, CTR, CLM etc.), and DocCode (e.g. GEN, RFI etc.) in the syntax.

When the trigger is executed, the relevant data will be posted to the API, with a form of replace being used to standardise the syntax, making it easy to integrate other applications with RIB CX.

The feature supports methods:

  • Get

  • Post

  • Put

  • Delete


Choose Update Event Field

Choose which user field you want update.

 

Set the action you want to update.

Document Triggers support changing the Action user field of a form using a contact field. 

Choose Update Event Field

Set


Contact user field


  • Current Logged in User.

  • User field value from trigger form.



Prerequisites

A contact user field that is configured is required.






Date user field 

  • Project Date Time.

  • User field value from trigger form.


Text user field 

  • Edit Text - type the text that you want to be inserted onto the form.


Select, Cascading, Radio, Checkboxes, Attachment List user fields

  • User Field value from trigger form.

Overwrite Function

Allows you to overwrite a value set by a trigger if that option is turned on. If its off then once the value has been set the first time by a trigger, it will not be overwritten

Calculation, Coordinate, Currency, Document List and Number user fields are NOT available to be chosen for this feature.

Click Save when done.

What Does this Mean?

In this example when you create or change the status of an Action Point to the Open status, then the current Action Point will be updated with the Project Date and Time inserted into the Start Date user field on the form. 

If there is another date and time already in the a user field it will be overwritten (if the Overwrite checkbox is ticked).

In this example, when you create or change the status of a Budget Transfer to the Approved status, the current form will be updated with the Project Date and Time inserted into the Approved Date user field and the Current Logged in User inserted into the Final Approver user field. 

If there is data already in these two user fields they will be overwritten (if the Overwrite checkbox is ticked).

 

Example of Trigger with User Fields Outside of a List Table

Below is an example of a trigger configured to update the contact and date user fields outside of a list table when the checkbox is ticked as Yes.

Example of Trigger with User Fields Inside of a List Table

Below is an example of a trigger configured to update contact and date user fields within a list table when the checkbox is ticked as Yes.

As the trigger is applicable to the whole list control, each row can be updated with the same trigger.