Definition Automations

Every content type you define in Qik (a custom content type or a form, also called a definition) can have automations configured directly on it. They run automatically when items of that type are created, and some also run on updates or deletions. This is separate from the listeners and time triggers in the Developer section: definition automations live on the content type itself and need no extra setup.

Where to find them

1. Open the content type's editor. On its list page, open the menu next to the title and choose Configure '…' Type; for a form you can also click Edit Form.
2. Go to the Automation tab, headed Automations and Notifications.
3. Add the automations you need (described below) and save.

Forms also have a separate Confirmation tab for thank-you emails.

Notifications

Notify people on your team when items of this type change.

• People: the profiles to notify.
• Send by: Email and/or App push notification. Leave it empty to use both. Every notification also appears in the person's notifications in the dashboard.
• Trigger when: A new item is created, An item is updated and/or An item is deleted.
• If matches rules: optional filter. The notification is only sent when the item matches.

Actions

Run one of your organisation's actions when items change, for example to sync data to another system or apply a custom rule.

• Action: the action to run.
• Run when: A new item is created, An item is updated and/or An item is deleted.
• If matches rules: optional filter.

Workflows

Add new items to a workflow automatically. There are two kinds, and both run when an item is created only, not on updates.

Form Submission Workflow

Creates a card for each new item.

• Title: a note so you know what this automation does.
• If matches rules: optional filter on the new item.
• Add to workflow and Add at step (blank means the first step).
• Key People: All profiles on the submission, Specific field (only the people in one profile field), or One card per profile (a separate card for each person in that field). With the last two options, choose the Specific Field.

People Workflow

For each profile connected to a new submission, adds that person to a workflow if they match a filter.

• Title, If profile matches (a filter on the person, not the submission), Add profile to workflow and Add at step.

See Content Workflow Automations for more detail and examples.

Confirmations (forms)

On a form's Confirmation tab you can send a confirmation or thank-you email to the person who submitted it. Choose a Confirmation Email Type (an email template content type), fill in the Email Sender details (sender first name, last name and email address) and the subject, and complete any fields the email template asks for. The form needs an email address for the submitter, or there is nobody to send to. See Sending Emails.

Filters

Each automation's filter decides whether it fires. Without a filter, it runs every time its trigger happens. Filters use the same builder as smart lists and list pages, with AND/OR groups and the full set of comparators. See Using the Filter Builder.

Common patterns

• Form → Notification + Workflow: when an application form is submitted, notify the review team and create a card in the review workflow.
• Form → Confirmation: send the submitter an acknowledgement email.
• Content → Action: when an item is updated, run an action that sends the change to an outside system.
• Event type → Notification: when a new event of a particular type is created, notify the coordinators.

Definition automations, listeners or time triggers?

• Use definition automations for "when an item of this type is created, updated or deleted, do X".
• Use a listener for events across types or events not covered here, such as restores. See Listeners and Time Triggers.
• Use a time trigger for anything on a schedule.

FAQs