Document Triggers

Owned by Former user (Deleted)
Last updated: Sept 05, 2024 by Usman Shahid (Deactivated)
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. 

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

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.

As a user of overwrite function : 

As a user of overwrite function 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.

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 tickbox will appear below the editable field if there are triggers that update that field.

  • Tickbox 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 and will only update based on the trigger. 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


Prevent fields updated via a Trigger from being editable

User Field Settings Enhancement:

  • A tickbox will now be displayed in the user field security settingss, but only if there are triggers that update that field below the editable field.

Trigger List Display:

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

Field Editability:

  • If the tickbox is selected, the field within the form becomes non-editable and will only update based on the trigger.

  • If the tickbox 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]."