Activity Updater Automation Description
The goal of the Activity Updater automation is to highlight specific project actions to keep stakeholders informed as to changes in the case and its progress. Activity Updater creates notes or tasks in the activity feed when specific actions happen, like changes in project phase, new calendar events, new collection items, or even changes in specific fields.
Config Project (Admin Users)
Go to the Activity Updater section in your configuration project; there, you will need to click on the Add an Item button each time you want to set an action so a note or a task is posted by the automation in the Activity section of a project.
Once you have clicked on the "Add an Item" button, you will see an item with the designated layout. Fill out the following fields as follows:
Reference Fields
Reference Name: Give a distinctive name to the item in this field, making it easier to identify the action being watched for automation and the expected result in the Activity section.
Description: Use this field to include additional information about the item. The content of this field will remain as internal notes and will not be used for the bot.
Active: The Active field should be set according to whether the Activity Updater automation should be active or not.
- If you set it to "Yes,” the bot will watch the selected action to post a note or task in the Activity section of a project.
- If you set it to "No" or "Unknown," the bot won’t be triggered, so the automation for the activity linked will be inactive.
Trigger Setup
Action to Watch for: Choose an option from the list below based on the action you want the bot to watch:
- Calendar Event is Created: If you select this option, the automation will be triggered each time a calendar event is created in your project.
- New Item is Created: If you select this option, the automation will be triggered each time a new item is created in a target section.
- Phase Change: If you select this option, the automation will be triggered each time the project changes to a target phase.
- Field Change: If you select this option, the automation will be triggered each time a target field is updated according to the watch options available.
If you selected "New Item is Created" in the Action to Watch for drop-down menu, complete the following field:
Section Selector: Copy the collection section selector the bot should watch and paste it into the Section Selector field, so each time a new collection item is created, the Activity Updater automation is triggered. For more information on extracting selectors and field codes, please visit the How to get selectors and field codes? page.
If you selected "Phase Change" in the Action to Watch for drop-down menu, complete the following field:
Target Phase: Type the exact name of the phase the bot should watch and paste it into the Target Phase field, so when the project is changed to that specific phase, the Activity Updater automation is triggered. For more information on extracting selectors and field codes, please visit the How to get selectors and field codes? page.
If this field is left empty, the Activity Updater automation will be triggered for every phase change.
If you selected "Field Change" in the Action to Watch for drop-down menu, complete the following field:
Field to Watch: Paste the field code of the field the bot should watch for updates.
Watch Options: Choose an option from the list below based on the type of change the bot should watch for the specified field in the Field to Watch field:
- Every Change: By choosing this option, the bot will be triggered every time the target field is updated, regardless of the type of change.
- From Blank to Any Value: By choosing this option, the bot will be triggered every time the target field is updated from blank to any value. That is, the automation will be triggered only the first time the target field is updated.
- To Specific Value: By choosing this option, the bot will be triggered every time the target field is updated to a specific value(s).
If you selected "To Specific Value" in the Watch Options drop-down menu, complete the following field:
Value(s) to Watch for: Add an item for each value the bot should watch in the target field specified in the "Field to Watch" field. Consider it needs to be an exact match.
Action Setup
Note to Post: Use this field to customize the message in the Activity section so the note or task the bot posts is clear for the whole project team. Consider that you can use:
- Field codes to take data from the project and use it in the note or task.
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Labels that will be substituted with event data when posting notes or tasks in the Activity section. The following are the variables you can use:
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Action Labels: The following labels can be used with all the actions the bot is watching for:
- [username]: Use it to replace it with the user's username that triggered the automation. For example, it will be replaced by the user who creates a calendar event or changes the project phase.
- [fullname]: Use it to replace it with the user's full name that triggered the automation.
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Calendar Event Creation Labels: The following labels can be used only when the bot is watching for a calendar event creation. Use them to replace them with the meeting information:
- [date], [title], [location], [notes]
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Action Labels: The following labels can be used with all the actions the bot is watching for:
Please refer to the following example of how to use them:
- Notes
- [username] created a new item in the Meds section.
- [fullname] added a new calendar event for [date].
- Tasks
- A new Deposition was added. Send a reminder email.
- SOL has been set. Do something.
Assign as a Task?: Set the Assign as a Task? field according to your preferences:
- If you set it to "Yes," the bot will assign the note to a user in the project to convert it into a task.
- If you set it to "No" or "Unknown," the bot will post a note in the Activity section of the project.
If you selected "Yes" in the Assign as a Task? field, complete the following fields:
Assignee Type: Set the Assign as a Task? field according to your preferences:
- By Role: If you select this option, the task will be assigned to a user according to their role, defined in the Role to Assign field.
- By Person: If you select this option, the task will be assigned to a specific person.
If you selected "By Role" in the Assignee Type drop-down menu, complete the following field:
Role to Assign: Type the exact organization Role Name (not the selector) that matches one in Advanced > Roles Setup so it can be used to assign a user with that role to the task. For example, two common values are Primary Attorney and Primary Paralegal.
- Due to an API limitation, Neodeluxe Automations are unable to assign a task to the “first” in a role. Since a task can only be assigned to one user, if more than one user is assigned to the role, the assigned user will be randomly selected. For best results, choose a role that will only ever have one user assigned.
If you selected "By Person" in the Assignee Type drop-down menu, complete the following field:
Assign to: Select the person who will be assigned to the task. Keep in mind that a task can only be assigned to one person.
- Please ensure that the person you choose is added to all projects within the organization.
Role(s) to Notify: Although a task can only be assigned to one user, there is an option to notify additional people about the activity. This field can specify the role(s) that should receive notification. It's important to note that all users assigned to the designated role will receive the notification.
To use it, type the exact organization Role Name (not the selector) that matches one in Advanced > Roles Setup.
Due After X Days Created: Input the number of calendar days after which the task should be due so the date can be adjusted according to the task's creation date. If it is empty, Filevine, by default, will assign the current day as the due date.
How to use the Activity Updater bot in a project? (Users)
Once the initial setup has been completed, the bot takes over from there. It will monitor the actions the admin user has specified, whether it is a calendar event creation, item creation, phase change, or field change to trigger the process. So, after setting up, it is only necessary to monitor the Activity section, where the automation will begin adding notes or tasks.
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