FormBuilder - Lifecycle - How to Build a Routing Trigger

This document is intended for use during FormBuilder form development. It explains the elements of Routing Triggers and explains how to build a trigger to perform certain actions based on certain criteria.

Routing triggers are used in a FormBuilder form to do a number of things when the routing trigger's criteria is met.  This document is intended as a guide to explain Routing Trigger elements and also to explain how to construct a Routing Trigger.

1. Change Phase - Move the form to the next phase in the flow.

2. Send Email - Notification emails can be sent.

3. Set Question Value - Setting a question's answer value.

4. Fire Webhook - Incur a webservice call.

Elements of Routing Triggers

Routing Trigger Elements

Trigger Name: Name assigned to the given trigger.

Number of triggers per period (for all forms): Limit of triggers fired per period for all forms.  Generally left blank which indicates "unlimited".

Number of triggers per form response: Limit of triggers fired per form response for the given form.  Generally left blank which indicates "unlimited".

Is Active: Indicates whether the trigger is active or not.  If a trigger is not "Active", it will never be evaluated to take is inactive and will remain inactive until it is activated.

Trigger Evaluation Time: Indicates when a trigger should be evaluated.  Options below.

  • Each time the form response is saved: For most routing trigger scenarios, this is the option needed.  This means that the given routing trigger will check to see if its given criteria is met each time there is a save made on the form.   So essentially each time a routing trigger could be evaluated, it is.  This is the default setting and should be used unless a date based criteria is needed.
  • After the form response has matched the trigger condition for a given length of time: This is a date based evaluation time which allows for a routing trigger to fire once the criteria has been met for a configured length of time.  So for example: if a user filled out a form to register for an event, and the completed transaction has sat at the confirmation phase for 2 weeks, this type of evaluation time could be used to send a reminder email about the event to the user.  Or if a transaction has sat in a Approval Phase for 3 days, a reminder email can be sent to remind the approver to approve or deny the transaction.
  • At a specific date and time: This is a date based evaluation time which allows for a routing trigger to fire at a specific date and time.  So for example if a reminder email is needed to be sent out 2 days before an event on a specific date.

Trigger Conditions - Established as a set of criteria that is use to distinguish if a trigger should be fired and its actions completed.  When ALL of the conditions are met on a given trigger, the trigger's actions will be processed.  Depending on the complexity of the form, there could be a single condition or a set of complex conditions on a given routing trigger.

  • Form Submit Date - Condition is met when the form response submit date is between or within a specified date range.
  • Current Phase - Condition is met when the form response current phase matches the phase specified.  This is almost always needed as part of a routing trigger condition.

Keywords:phase, notification emails, criteria, conditions, actions, AITS   Doc ID:62799
Owner:Adam L.Group:University of Illinois System
Created:2016-04-19 14:08 CDTUpdated:2017-03-27 08:13 CDT
Sites:University of Illinois Liberal Arts and Sciences, University of Illinois System
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