This article explains how to create new triggers, delete unwanted triggers and change triggers (e.g. if the hire date has changed).
Updated September 6, 2024
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| Owner | Standard Administrator | Flow Administrator | Task Manager | Guest | General |
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Flow：○ Template：× |
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- Flow Template: Create and Set Triggers (from Task List)
- Flow Template: Delete Triggers (from Task List)
- Flow Template: How to Create, Reorder and Delete Triggers (from Details)
- How to Change a Trigger After Flow Start
What is a Trigger?
A trigger is a reference date used to set deadlines, such as an employee's start date or offer date. By specifying a trigger and the number of days in advance, the system can automatically determine the deadline when the flow begins. For instance, if you set the trigger as the start date with a deadline of ten days prior, the system will automatically calculate the deadline based on the inputted start date. Each flow type comes with default triggers, but you also have the option to add new ones as needed.
Example Configuration for the Onboarding Flow Type
Default Triggers Available:
- Employee Start Date
- Offer Date
- First Day of Work
- Flow Start Date
Available Deadline Calculation Options:
- Calculate from the trigger date
- Calculate from the beginning of the current month
- Calculate from the end of the current month
- Calculate from the beginning of the next month
- Calculate from the end of the next month
Available Deadline Calculation Options:
- X business days before
- X business days after
- X days before
- X days after
- First day of the month X months later
- Last day of the month X months later
Example Configuration
To set a task to occur five business days prior to the employee's start date:
- Trigger: Employee Start Date
- Calculation Method: Calculate from the trigger date
- Deadline: Five business days before
Flow Template: Trigger Creation & Deletion
Flow Template: Delete Triggers (from Task List)
Select the task for which you want to create a trigger from the relevant flow template screen, or click on the calendar icon/trigger associated with the task.
If clicking directly from the task list:
Hover over the "Trigger" section in the task's "Deadline," enter the name of the new trigger you wish to create, and then click "Add..." to proceed.
You can configure the deadline calculation options using the dropdown menu located below.
Deadline Calculation Methods
Calculate from the Trigger Date:
The task deadline is determined based on the date of the trigger.
Calculate from the Beginning of the Current Month:
The task deadline is set from the start of the current month relative to the trigger date.
Calculate from the End of the Current Month:
The task deadline is established from the end of the current month in relation to the trigger date.
Calculate from the Beginning of the Next Month:
The task deadline is calculated starting from the beginning of the month following the trigger date.
Calculate from the End of the Next Month:
The task deadline is determined from the end of the month following the trigger date.
You can also configure the timing of the trigger using the select box located below.
First day of the month after X months/Last day of the month after X months
There are scenarios where it can be beneficial to set task deadlines based on the beginning or end of the month. For example, if you want to establish a deadline for "the last day of the month following the employee's start date," this can be challenging since the start date varies. Simply setting it to a certain number of days later will not ensure it aligns with the month-end. In such cases, it is advisable to configure the deadline to either "the first day of the month X months later" or "the last day of the month X months later."
Example：
If you want to set the deadline to the last day of the month three months after the trigger date, configure it as "the last day of the month three months later."
Flow Template: Delete Triggers (from Task List)
To delete a trigger, select the relevant task from the flow template or hover over the calendar icon/trigger associated with the task.
Hover over the "Trigger" section in the task's "Deadline" area to reveal a list of options. Click the "✖️" icon next to the trigger name you wish to delete, and then confirm the deletion by clicking the "Delete" button in the pop-up window that appears.
When clicking directly on the trigger date from the task list:
Caution
Triggers that are already set for tasks cannot be deleted.
Before deleting a trigger, please ensure that it is not currently set for any tasks.
Flow Template: How to Create, Reorder and Delete Triggers (from Details)
You can also edit triggers within the "Trigger" section found in the flow template details.
Trigger Creation
Click the "Edit" button.
Enter the name of the trigger you wish to create and click the "Add" button.
It will be displayed in the list of triggers.
Reordering Triggers
In the flow template details screen or the trigger editing interface, you can rearrange triggers by clicking and dragging the handle located on the left side of the desired trigger.
Flow Template Details Screen:
Trigger Editing Interface:
Trigger Deletion
Click the trash can icon next to the trigger you wish to delete in the trigger editing interface.
Review the content in the pop-up window and click the "Delete" button to confirm the action.
Caution
Triggers that are already assigned to tasks cannot be deleted.
Before deleting a trigger, please ensure that it is not currently assigned to any tasks.
How to Change a Trigger After Flow Start
If there are changes to triggers such as the employee's start date or first day of work after the flow has commenced, you can update them accordingly.
Click the "Edit" button located in the "Triggers" section on the right side of the relevant flow screen.
You can reset the trigger for which you want to change the date. If you also want the task deadlines to be adjusted according to the new trigger date, check the box that says "Reset task deadlines when trigger date changes."
*By default, this option is checked.
If this option is checked, all task deadlines associated with the trigger will be reset accordingly.
If there are multiple triggers, you can rearrange them by clicking and dragging the handle located on the left side of the trigger you wish to reorder.
