Automation in BigChange: Setup and Activation

Understanding Automation in BigChange

Automation in BigChange is a process that uses the result of a specific activity as a trigger to initiate a subsequent action.

• It is similar to Follow-On Jobs, a concept familiar to many users, but with a different setup process.
• Automation can enhance activities by saving time and reducing human error.
• Examples include creating a Note from a Job result, creating a Job from a Note, or adding a Flag to a Note.
• Complex automation can be created where one automation's result triggers another.

You will need to create a Web user for integration before you can start creating automations. Since this option is an alternative to an Active User, it is advisable that a user is created specifically for this purpose.

Web User for Integration Setup

To add web user for automation, please follow these steps:

• Go to Account settings
• Select Settings.
• Select Web users, from the side menu.
  
• Select Add - Edit.

Creating an Automation

Navigating to Automation Setup

To create an automation, go to Account Settings > Settings > Account > Automation > Add.

A popup window will appear with several options to configure your automation.

Automation Configuration Options

• Description - This is the name of your automation, so something descriptive is advisable to help you find it for future use.
• Automation type - There are 2 main types of Automation, Send data to 3rd party and Receive data from 3rd party.  'Send data to 3rd party' means that you are initiating the sending of data from BigChange, either to another server or to a different element of the BigChange system. This appears as Outbound in the Direction column on your Automation list view.  Receive data from 3rd party means that a 3rd party server, e.g. Sage 100-FR, is asking BigChange to send it the specific data included in its request.  This appears as Inbound in the Direction column on your Automation list view.
• Service to send data to - this field only appears for outbound data.  Here you select whether you are sending the automation data to an external http// endpoint or to another part of the BigChange system.

Activating an Automation

Activating Your Automation

Newly created automations appear as Inactive in the list view.

Select the automation from the list, followed by Activate.

Confirm activation in the popup window by selecting Yes.

• The BigChange team will verify the automation before activation, aiming to complete checks within 2 working days.

Logging and Monitoring

Viewing Automation Logs

Columns for run time, run status, and exec count are available.

Select View logs to see detailed information for each activation.

Selecting a row provides more granular information.

Examples of Automation

Outbound BigChange Event

Imagine a scenario where we wish to create automation that activates when a Job is completed with issues. STEP 1 We (1) name it, (2) select Send data to 3rd party and (3) select JobWatch, before (4) clicking Next:

STEP 2 Now we add a BigChange (JobWatch) event as a trigger for this automation. Here we are selecting any Job that was completed with issues.

You will recognise the Who and What fields as they offer the same options as in the Alerts section of BigChange. Then select the Next icon:

STEP 3 Finally, we decide what automated action will take place once the trigger is activated.

1. 1. Delay - You can set a delay period here between the trigger and action if required.
   2. Function to call - select the action you wish to take place from the drop-down list.
   3. User for integration - Here you can make a selection from the drop-down menu. If a user's name is not shown, then they have not been set up for this function in Account Settings.
   4. Data from Trigger/Data to create or update - Use keywords and freehand to map data that you are bringing across, linking the original activity to the new action e.g use the Contact id for the job as the Contact id for the Note.
   5. Save - Once you have pressed Save, the automation you have created will appear in the list view.
   6. You will see that the automation is listed as Inactive. If you select it in the list view, a popup will display the following message "A request will be sent to activate this automation. Are you sure want to do this?"
   7. Select Yes to send an activation request to BigChange.

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Outbound BigChange Event with Trigger Filters

Our previous example set up a likely scenario for a general automation but what if you want something more specific that applies, for instance, only to certain Job Types or even a single customer?  This can be achieved by using Trigger Filters as an additional step between 2 and 3. Trigger filters allow you to be really specific about what you want to happen without having to create a separate automation for each instance. You can use a combination of keywords and free text with the following option available in the dropdown menu to link them:

They can allow you to set up precise criteria, e.g. if Job Type 'Service A' is completed AND the customer is Fitzwilliam Enterprises. To achieve this  And scenario, where both of the separate criterion need to be met, use the + symbol.

The Add New Filter Group should be used when you want the same automation process to be applied to unconnected criteria but only one of them needs to be met in order for the automation to trigger.

In example 1, the + icon has been used, linking these 2 events in a single group, meaning that both criteria must be met.  In order for this automation to trigger, a job of the specified type must BOTH have had its status changed AND the customer must have been Fitzwilliam Enterprises

In example 2, the Add New Filter Group has been used, meaning that the scenario is now EITHER/OR and only one criterion needs to be met. The triggers are in separate groups, demonstrating their independence from each other.

The automation will trigger if EITHER, one of these Job Types has its status changed OR a job of any type for contact Fitzwilliam Enterprises has its status changed.

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Outbound Post via HTTP

This follows a similar method as the above example in the first 2 steps, other than selecting Post via HTTP in the Service to send field in Step 1. STEP 3 As with above example, use a combination of freetext and Keywords to incorporate the relevant information into the Post. 

However, in this type of automation, it is essential that you add the recipient's URL into the mandatory field

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Automation Triggered by a Completed Automation

STEP 1

STEP 2 Select Other automation completes and make your selection from the drop-down menu of existing automations:

Select Next. STEP 3

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Inbound

Please speak to our Support Team if you wish to set up 3rd party data requests. Once this has been agreed and set up, you can proceed to mapping.

STEP 1 Add a Description and select Receive data from 3rd party, then select the Next icon:

STEP 2 A popup window will have opened. Select the Add icon.

and populate the fields shown with the requested information before pressing the Add icon

The information you added will now have been added to the list. Select Save.

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Additions

Duplicating Automations

• Duplicate automations by selecting them from the list view and pressing Duplicate.
• Amend as needed before saving.
• The duplicated automation will show as Inactive and require activation approval.

Finding an Item's ID

On Windows PC: Select the item while pressing Shift + Ctrl + Alt on your keyboard.

On Apple Mac: Select the item while pressing Cmd + Option + Shift on your keyboard.

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Using Parent's Result in Child Automation

Now that you have created some fantastic automations, you can use them even more creatively by the use of  Keywords that allow you to trigger a second automation as a result of the first automation’s completion.

Navigate to Account Settings > Settings > Account > Automation.

Select Other Automation Completes

In order for the keywords to be displayed for a child automation, the parent automation will need to have run at least once.

Conclusion

Automation in BigChange offers a powerful way to streamline processes, reduce errors, and save time. By understanding how to set up, activate, and monitor automations, you can enhance your business operations. For further assistance, contact your account representative or explore additional resources.