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Process Controls are used to manage the key configuration settings for an Automation Process.
The Sample Processes included by default with FYI are set to run with specific settings. For these, some Process Controls cannot be changed, for example, the Filter and Trigger. When creating a Custom Process, the Trigger and Filter can be configured as required.
Process Controls
The Process Controls are displayed on the left-hand side when editing an Automation Process.
The fields available to edit vary depending on whether the Automation Process is a Sample Process or Custom Process, and which trigger has been selected.
Process Control Details
| Field | Details |
| Status |
The Status can be "Active" or "Draft". A process will only be run if the Status is "Active". Test your automation before setting the Status to Active. Refer to Review and Test Custom Processes. When the Status of the Process is "Draft", a message displays as a reminder that it will not run when you click the Back button or when you leave the page. When editing an "Active" Process, making a change to anything other than the Process Name, Owner or Start From date, will automatically set the Status to "Draft". When you click the Back button or leave the page, a message displays as a reminder that changes will not be applied if the Process is already in progress. Changes will only take effect on new executions of the Process. |
| Name |
Enter the name of the process, for example, "Quarterly BAS Checklist", or "Onboarding New Employee". When changing the name, click the Tick button to save the changes, or X to cancel. |
| Description |
Used to add context to the process and a description of what the Custom Process does. The first three lines entered in Description display in the Automation Dashboard under the Custom Process name and in the Processes List View. Add formatting to the description by clicking into the field and clicking the + sign, for example, adding a horizontal row or table. Text formatting such as bold, italic and colours can be added by first selecting text and setting the formatting from the pop-up. Formatting will only be displayed when editing the process. |
| Trigger |
Controls how a process is triggered, and can be set to one of the following: |
| Run From | Controls where Automation Processes with a Manual trigger can be run from, including a List, Workspace, or another Automation Process. |
| Filter |
Determines what information is monitored or included in the process, up to 5,000 records. Refer to Automation Process Filters. Note: Filter settings do not apply when running a Process from a list, including the restriction to run an automation only once per client. The Filter Type that can be selected depends on the practice's FYI plan. |
| Owner |
The Owner defaults to the user who created the Custom Process and can be changed if required. An Owner must be selected for a process. If the Custom Process fails, an email will be sent to this user as a notification. You can set this as "Me" to set yourself as the owner. Note: Where a scheduled automation process triggered by "System" is used to send an email, and the Merge Field |
| Start From | Start From is only relevant for processes that import documents. This allows you to enter the date from which you want to start retrieving the documents. If you enter a date in the past, this will import documents from that date. This will only import documents that have not already been imported. |
| Last Run | Last Run displays the date the process was last run. It includes a green tick or a red X icon to indicate if the process ran successfully or with an error. The full results can be viewed on the Automation History tab. |
| Inherit Job | When the Filter Type is set as Document View or Tasks View, the Inherit Job option is included in the process. Refer to Custom Processes using Views and Summary Notifications. |
| Next Run | Next Run displays the date and time when the process is next scheduled to run. |