This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
General
The Create technical revision bot performs an action in a workflow when there is no assigned recipient to carry it out. Typically, it's a technical bot added automatically to the backend that doesn't affect your usual user experience. However, there are cases when you can set up this bot manually for better workflow customization.
Use case example: You need to export a list of goods and prices from Sales orders to SharePoint, process them, and then use this data to pre-fill invoices. Use the Export to SharePoint list bot to export data and the Pre-fill from SharePoint list records bot to pre-fill data.
However, you also need a step between them that would trigger the Pre-fill bot after you receive data from the Export bot and process it. This is where the Create technical revision bot is useful.
How to set up
Once you have set up the Export to SharePoint list bot, go to All bots
.
On the All bots page, click Add bot.
Search for the bot you need by category or using the search bar. Then, click Install bot to add it to your workflow.
Action settings
Set up the schedule for when the bot should work. You can choose between On delay and On schedule.
On delay means you set a condition for when the bot should work and a time delay after the condition is met. Learn more about conditions in the dedicated article.
For example, we need the bot to work every time a new Sales order is completed, with a 5-hour processing time.
In Conditions, select:
1) The needed document
2) The fields that must be completed
3) The condition - 'is not empty'.
In the Schedule the bot section, set the time. We set it to 5 hours in our case, but you can also choose months or days.
As a result, the bot will create a new revision 5 hours after the Sales order is completed.
On schedule means you preset a schedule for the bot to work. For example, we want the bot to create new revisions every Thursday.
In Schedule type select the frequency - in our case, it's 'Days of the week'.
Next, select the months you need the bot to work.
Select the days of the week you need.
Choose the time and timezone for the bot to work.
Specify when the bot should stop working. There are three options:
1) Never—the bot will work until it's disabled or removed, the workflow is removed, or its new version is published.
2) On exact date - select a calendar date for the bot to stop.
3) After number of occurrences - specify the number of revisions before stopping.
In our case, we've selected an exact date, let's say, the project end date.
As a result, the bot will create new revisions every Thursday until the project ends.
You can create schedules based on your needs using the described principle.
To complete our example case, we have to install the Pre-fill from SharePoint list records bot. Thus, we get an end-to-end workflow for transferring data between the CRM and documents.
Advanced settings
In this section, you can set additional bot configurations:
Determine how often the bot will run
Decide what to do with a revision if the bot fails
Add tags to your document to easily locate it
Learn more about adjusting Advanced settings in this article.