Document Triggers

Create a Trigger

Open Configure → Document Triggers and select Add New.

Click Add New.

Trigger Name

Give your Trigger a Name.

Setting Up When the Trigger Should Run (When This Happens....)

Choose Form Type

Pick one or more form types that this trigger applies to.

Choose Trigger Action

This defines what event activates the trigger.

Examples include:

Created – when a new form is created.
Status Changed – when a form’s status changes.
Created or Status Changed – when either a new form is created or an existing form’s status is changed.
Commented On – when someone adds a comment
Created or Commented On – when a new form is created or an existing form is commented on.
Updated – when anything on the form changes, including attachments.
Created or Updated – when a new form is created or an existing form is updated.
Based on User Field Change – when a specific user field changes.

Applies to all places that support triggers

Modern and Classic Forms
- Create
- Respond
- Quick Reply
Inline Edit Saved Search
Import Utilities

Based on Status

All trigger actions except for Based On User Field Change will be based on status.

Choose the form status that will activate the trigger.

Action Performed By

Leave this blank if anyone can trigger it, or specify users who are allowed to activate it.

Based on User Field Change

If your trigger is based on a user field changing, you’ll see extra options.

Choose a User Field

Supported user field types include checkbox, select and radio buttons.
You can trigger on user fields inside or outside list tables.
If you select a trigger user field that is outside of the list table you can only update other user fields outside of a list table.
If you select a trigger user field that is within a list table, you can only update user fields within that same list table.

Value (Operator)

Equals - must equal the options selected.

Contains - can contain one or many of the options selected.

Option

After you choose a user field, its available options will appear. Select the option you want the trigger to match or contain

Add Condition

Use Add Condition to include extra requirements for the trigger. When you choose more than one criteria both must be matched in order for the trigger to activate.

Clear Fields When Condition is not Matched

If enabled, fields that were auto‑filled by the trigger will clear themselves when the condition is no longer true.

For example, if the trigger is set to autofill the User ID and Date when the checkbox is set to ‘Y’, the following applies:

If the checkbox is not ticked: Changing the value to something other than ‘Y’ will not remove the User ID or Date — the values will remain on the form.
If the checkbox is ticked: Changing the value to something other than ‘Y’ will automatically clear the User ID and Date from the form.”

Choosing What the Trigger Should Do (Do This....)

Choose an Action

Choose an action to update.

Choose Action

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. Refer here for an example Document Triggers

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.

Refer here for forced preview email notifications.

Refer here to automatically carry across Action and Info users to new form.

Trigger a URL

A trigger will open the URL specified.

The Trigger a URL feature lets users call an external API using GET, POST, PUT, or DELETE. Users paste a custom URL, and CX automatically replaces placeholders with actual project and document values before sending the request.

Placeholders such as: ProjectName, DocumentId, DocTypeCode (e.g. GEN, RFI, CTR, CLM etc.) in the syntax. Refer here for more information REST-API Information.

These placeholders can be inserted into the URL or request body. CX replaces them at runtime and sends the request to the specified endpoint.

GET

Think of it as asking: “Give me this data" or "Tell me what's in the fridge".
Retrieves data from a server.
All required information is included in the URL.
Example usage:
https://api.example.com?project=ProjectName&doc=DocumentId
CX simply calls the URL, allowing the server to execute the associated logic.

POST

Think of it as saying: “Here is some data—do something with it" or "Here are the groceries - put them in the fridge".
Sends data to a server to create or update something.
The URL specifies the endpoint; the data is passed in the request body, not the URL.
Example:
POST https://api.example.com/user
Body:
{
"name": "Alex",
"email": "alex@example.com"
}
When CX “triggers a POST URL,” it’s sending data to the server so the server can run whatever action the developer programmed—like creating a ticket, updating a record, or starting a process.

PUT

Think of this like “there is an out of date bottle of milk in the fridge so replace it with a new one”.
You’re not adding something new beside it.
You’re replacing what’s already there with an updated version.

So in API terms:

PUT updates an existing resource.
The old data is replaced with the new data you provide.

DELETE

Think of this like “there is an out of date bottle of milk in the fridge so throw it away”.
Removes a resource.

A 3rd party developer/code writer would need to be engaged to ensure the trigger URL and the receiving script are designed to do what you want.

CX triggers can send any data that is available from the RIB CX API endpoints. This means that if the API provides information such as:

Document ID
Document name
Revision
User details
Any metadata available in the endpoint

…then this information can be included in the payload, as long as the URL is written to pull those fields from the API.

Example of how this would work for publication space documents in theory:

A document is uploaded in CX.
A trigger fires and sends a POST request to the specified URL.
That POST request can contain any of the document fields exposed by CX’s API, if the 3rd party developer designs the URL and script to fetch them.
The receiving script (built by the 3rd‑party developer) can then:
- Use the document ID or file link to download the file from CX
- And process that document according to what is written in the script.

Choose Update Event Field

Select which user field should be updated.

Select an action “what will happen to that user field”.

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

Choose Update Event Field	Set

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 and time. User field value from trigger form. Specific date and time. Based on select field code.
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. This option is best used with “Choose Action” = Update Update most recently issued linked form of a certain type OR Update form linked to a tender package

Overwrite Function

If enabled, the trigger can replace existing values each time it runs.
If disabled, the trigger only fills the field the first time.

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

Click Save when done.

Extra Options for Create New Form Triggers

Force Preview Notification for Create New Form Triggers

When this option is ticked, each time the trigger runs it ensures all assigned users receive a form preview email - even if they have turned off preview notifications in their personal settings. This is especially helpful for compliance workflows like SOPA, where visibility is mandatory.

Available on “Create New Form” triggers. Forces preview emails for all users.
Helper text under checkbox explains that all assigned users (including the author) will get a preview email.
Preview emails are always sent, even if a user normally disables previews.

Include Addressed Users in Info for Create New Form Triggers

When this option is ticked, each time the trigger runs it will automatically carry across addressed users (Action or Info) from the original form into the Info field of the newly created form.

The author of the original form will be set as the Action user of the newly created form. This does not change.

If the Force Preview Notification setting is also ticked, these Info users will receive a preview email - even if their personal preferences are off.

This option is retained when duplicating triggers or copying to another project.

Example of Updating Most Recently Issued Linked Form of a Certain Type

If two forms are linked, a trigger can copy values from one to the other when the first form is updated.

Steps taken:

Create a GENTEST form with the CASCADING01 user field fill in.
Create an RFI1 with the CASCADING01 user field not filled in.
Link the RFI1 to the GENTEST form.
Respond to the GENTEST form and change the status.
RFI1 form CASCADING01 user field is populated with the value that was on the GENTEST form.

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.

Automation and Triggers

Document triggers can be configured to run automatically based on the status of another form. This is shown in the section below.

Auto Tick Checkbox if Associated Form is Closed

This function is best explained with an example. In this case the example is of a LOT form where if the Related user field in a Document List shows a Test Request form that is 'Closed', we will will trigger a Checkbox to say Yes automatically. The key take away here is that the Checkbox can be triggered to say Yes automatically rather than someone clicking it manually.

First we start off by placing a 'Related' user field in a Document List. Set it's settings to 'Manual' mode and have it Display a 'List of Forms'. This will ensure that the related field will show forms related to this LOT (Forms such as Test Request, Action Point, etc).

Then we go to Configure → Document Triggers → Add New

Choose Form Type : LOT
Choose Trigger Action : Based on user field change
Choose User Field : Related (which is in the Document List)
Status Category Lookup: When using a document list user field in the criteria, the system will look up the status category type 'Option' of the forms in the document list user field.
Configurable Status Category 'Option' : Users can configure criteria such as Doclist User Field Status Category 'Option' to 'Closed'

Trigger Logic: When responding to a form with such a trigger, the system checks the forms in the document list user field. If they match the configured criteria (e.g., all forms are in a status category of closed), the trigger runs and updates any post actions.

Action Performed Selection: For these types of triggers you can configure which user must perform the action in order to run the trigger. e.g. 'Amy Sanford' needs to 'Close' the form in order to run the trigger.

The last step to automation :

User Field Settings Update: In 'CHECK' user field Security settings, a tick box will appear below the editable field if there are triggers that update that field.

Tick Box Functionality: If the user ticks this box, a list of triggers that will update this user field is shown. If ticked, the field in the form will not be editable manually if related forms exist against that row and will only update based on the trigger. On rows where no related forms exist, the tick box can be edited manually.
If not ticked, the user can manually edit it if they have edit rights.

Empty Doc List Handling: If the document list user field is empty, the trigger will not run, and the field will still be locked and uneditable if set to only update via a trigger

Only Populate Based on Trigger

User Field Settings Enhancement:

A tick box will now be displayed in the user field security settings, but only if there are triggers that update that field below the editable field.

Trigger List Display:

If the user ticks the tick box, a list of triggers that will update this user field will be shown.

Field Editability:

If the tick box is selected, the field within the form becomes non-editable and will only update based on the trigger.
If the tick box is not selected, the user can manually edit the field, provided they have the necessary edit rights per normal security protocols.
When hovering over a field that is updated by triggers, this message will be shown; "This field cannot be manually edited. It will be updated by the following triggers: [Trigger name]."

Configure Multiple User Field Based Trigger Conditions

Empower users to streamline workflows effortlessly with the ability to add multiple trigger conditions based on user field changes. With this feature, users gain greater control and precision in automating actions, ensuring tasks are executed precisely when needed.

You can now add 2 or more conditions when the trigger action is based on user field change and then add more than 1 user field to the trigger conditions.

Update User Fields Based on the Value of Another User Field

You now also have the ability to populate other selectable user fields based on the value of another user field(s). Previously you could only update Contact and Date User Fields via a trigger

With this release, we have extended this list to support these User Fields as well

Select (can set 1 or more options based on what is allowed in the user field)
Checkbox (can set 1 or more options based on what is allowed in the user field)
Cascading (can set 1 or more options based on what is allowed in the user field)
Radio (only supports setting 1 value at a time)

Update a Date Field Based on the Code of a Select Field

Date fields can now be updated based on the code of a select field.

The reference select fields codes must be configured as follows

A number followed by M or D
M is months
D is days
W is weeks

Possible options

Select Field Code	Description

Select Field Code	Description
01M	Add 1 month to current date or date field value
1M	Add 1 month to current date or date field value
2M	Add 2 month to current date or date field value
10D	Add 10 days to current date or date field value

Date fields can also now be populated in these ways

Update method	Explanation

Update method	Explanation
Project date and time	Update date field with current date and time
Specific date and time	Set a specific date and time value
User field value from trigger form	Update date field from a trigger form
Based on select field code	Update date field based on a select field code.

In the example below we have configured a Date field (Auto date) to be updated based on a select field value (Daysmonths)

The select field options are populated as follows

To see how triggers can be used in date calculations, click Calculations based on date field

Similar method can be used for scenarios where you want to assign the form to a different team based on user's selection

1 Create a Trigger
- 1.1 Trigger Name
- 1.2 Setting Up When the Trigger Should Run (When This Happens....)
  - 1.2.1 Choose Form Type
  - 1.2.2 Choose Trigger Action
  - 1.2.3 Based on Status
  - 1.2.4 Action Performed By
  - 1.2.5 Based on User Field Change
    - 1.2.5.1 Choose a User Field
    - 1.2.5.2 Value (Operator)
    - 1.2.5.3 Option
    - 1.2.5.4 Add Condition
    - 1.2.5.5 Clear Fields When Condition is not Matched
- 1.3 Choosing What the Trigger Should Do (Do This....)
  - 1.3.1 Choose an Action
  - 1.3.2 Choose Update Event Field
  - 1.3.3 Overwrite Function
- 1.4 Extra Options for Create New Form Triggers
  - 1.4.1 Force Preview Notification for Create New Form Triggers
  - 1.4.2 Include Addressed Users in Info for Create New Form Triggers
2 Example of Updating Most Recently Issued Linked Form of a Certain Type
3 Example of Trigger with User Fields Outside of a List Table
4 Example of Trigger with User Fields Inside of a List Table
5 Automation and Triggers
- 5.1 Auto Tick Checkbox if Associated Form is Closed
- 5.2 Only Populate Based on Trigger
6 Configure Multiple User Field Based Trigger Conditions
7 Update User Fields Based on the Value of Another User Field
8 Update a Date Field Based on the Code of a Select Field