Does this article apply to you? This article covers Enhanced Automated Workflow features. To check if your account has access, go to Automated Workflow in AMS+. If you see a "Welcome to the New Automated Workflow" banner at the top of the page, you're all set.
This article walks you through building an Enhanced Automated Workflow in AMS+. You'll learn how to define a trigger, set conditions, add an action, and save your workflow, so you can start automating follow-ups, notifications, and other routine tasks based on changes in your data.
Requirements
- Automated Workflow must be activated in your agency's AMS+ account.
- Only the Account Owner can activate it. Learn more.
- You must be logged into AMS+ as an Agency User.
- You must be assigned to a Security Group with the Manage Automated Workflow permission.
In this article
- Start a new workflow
- Step 1: Define the trigger
- Step 2: Set conditions
- Step 3: Add an action
- Review and save
Start a new workflow
To get started, head to Automated Workflow and open the workflow builder.
- Go to Automated Workflow.
- Select Start Building under Build From Scratch.
- Enter a name for your workflow at the top of the page.
The workflow builder has three sections, When, And If, and Then, which you'll work through in order.
Step 1: Define the trigger
This is where you choose what event starts the workflow. Select + Add a trigger to open the trigger panel.
Your first choice is the record type — for example, Individual, Group, or Policy. Then you choose when the workflow should run: when a record is created, when it's updated, or on a date (like a birthday or renewal date).
If you choose is updated, you'll also decide which update methods can trigger the workflow. You can allow it to run from any combination of manual updates, imports, lead form submissions, API updates, and partner integrations.
You'll also set how often the workflow can run for the same record.
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Once per record means the associated actions will only trigger once, even if the conditions match again later.
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Once a year per record means the actions will only trigger once per calendar year, even if the conditions match again within that same year.
Select Update when you're done. The When block on the builder canvas will update to confirm your trigger selection.
Step 2: Set conditions
This is where you narrow down which records should qualify.
- In And if the update caused the [trigger's record type] to match these conditions, begin adding conditions.
- Select a condition type from the list on the left, then choose the values that should match on the right.
- Repeat this process to add as many conditions as needed.
You can build a very specific set of criteria. For example, you might only want the workflow to run the Individual is updated and:
- the Individual Type is Client
- the Status is Active
- the Servicing Agent is one of a specific group
- the Individual is Tagged With or Not Tagged With certain tags
- the Individual came from a specific Lead Form or Lead Source
- a Project Code matches
- group Individuals are excluded
- certain fields, like DOD, are not populated
- a custom field matches
All conditions must be true for the workflow to continue. All conditions must be true for the workflow to continue. For a deeper look at how conditions affect when a workflow runs, see How Enhanced Automated Workflows trigger in AMS+.
Step 3: Add an action
This is where you decide what the workflow should do. Select + Add an action.
Then choose an action type:
- Create an activity — creates a new activity record on the triggered record
- Send an email — sends an automated email to a recipient you specify
For each action, you set the timing — how long after the trigger the action should run. Setting the interval to 0 runs it immediately, regardless of the unit you choose.
The details you fill in depend on the action type. For a Send an email action, you'll choose who receives the email, set the sender and reply-to address, write a subject line, and build the message in the email editor.
Select Update to save the action. If you're sending an email, select Test Email to send a test to yourself or others. Select Delete if you want to remove the action from the workflow.
You can add or remove actions as needed.
Review and save
Before saving, review all three sections: when the workflow starts, whether the conditions are met, and what action will be taken. When everything looks correct, select Save & Turn On to activate the workflow right away, or Save to keep it as a draft.
You can reopen any saved workflow to edit it or create a copy. Copies default to the name "COPY – [workflow name]" and open as drafts.