A key feature of altaFlow is its bots. Once installed, they automate workflows to reclaim working hours on mundane tasks while streamlining operations. Bots are software robots that perform actions based on signer actions, internal or external third-party service triggers. This article familiarizes you with the main terms you’ll need to know when getting started with the workflow automation.
Execution condition — simple “if-this-then-that” rule that defines when a bot, step, decision, Go to, or trigger will run. Conditions are set based on document field information. For example, you set a condition for a bot to send an email notification only when only when lead email field is not empty. This would ensure that the notification is only sent when it is relevant and necessary. By setting up execution conditions, users can ensure that their bots are performing the appropriate actions at the right times and with the right data.
Learn more about Bot conditions usage in this article.
Bot trigger — an event or set of events that cause a bot to start performing a specific action or set of actions. Triggers are based on various criteria, such as the creation or modification of a document, the submission of a form, or the receipt of an email.
Triggers differ from bot conditions in their respective roles within the automation process. Triggers initiate the start of a bot's work, whereas conditions are used to evaluate specific criteria or rules during the bot's execution. Conditions determine whether the intended action should be performed based on the evaluation results. Each bot typically has its own set of available triggers, which are predetermined by the platform and cannot be customized.
Destination settings — connect the bot to the integration system the data will be the source for pre-fill or import from/to.
Data mapping - establishes connections for moving data from various sources, such as spreadsheets or other systems, into specific fields within documents. For example, mapping establishes the path for transferring information between altaFlow and any other system (such as CRM platforms, databases, or cloud storage) or between two documents within altaFlow when fields are connected to each other. Export bots perform the reverse process, transferring data from documents back into documents or external systems.
Advanced settings. Configure what should happen to the process if the bot fails.
Sometimes, a bot fails because the setup of a particular bot isn’t relevant or for some other reason. Choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from your chosen CRM.
Find record — the specific record that helps you locate specific entries in your system of records. It acts as a filter or search tool based on the criteria you set. It's important to set it up correctly to ensure that the bot operates with the right record at any given time.
For example, when using a Pre-fill from Google Spreadsheets bot to populate employee information based on their email, you need to make sure that the email address field from your documents matches the respective column in the spreadsheet. That way, the bot can accurately retrieve and pre-fill the correct employee information based on their email address.