Currently in Via, there are upwards of 50 pre-built automations. These automations were built based on user research and subject matter expertise. The automations use various triggers, conditions, and actions so that repeat actions occur automatically to save admins time.
The good news is that if admins love and appreciate how Via has configured automations - whether for sending mailers to travelers or adding forms to their profile, there is no need to edit or customize anything!
If admins want to make changes or create new automations, that power is available for application and form-based automations. Admins have access to the 6 application-based mailer automations and 3 form-based mailer automations in the Automation Builder. Admins with permission can edit those automations and/or make them Inactive. Admins can also create their own application and form-based automations using a combination of triggers, conditions and actions.
To read more about Via automations and see some sample automations, click here.
For definitions of Via's automation vocabulary, click here for a glossary.
One possible action with automation is to send a traveler a mailer. To view our pre-built mailers sent by Via, review Via Global Mailers and Via Travel Mailers. Via also uses automated logic to trigger forms to travelers in Via Global when their application status changes to a form-triggering status. For more information on how Via triggers forms associated with program terms or suitcases, review this article.
To create a new automation...
- Click Builder in the main navigation menu
- Select Automation in the drop-down menu
- Click Create New
- Select the desired Automation Type
- Type an Automation Name (Via highly recommends an organization-wide naming convention as new automations are created)
- Select a Trigger (Step 2)
- If desired, select one or more (optional) Condition/s (Step 3)
- Select an Action (Step 4) - either Send Traveler Mailer or Add General Form(s) (see details below for each action)
- When ready, turn on your automation by toggling Active Automation to on
- Click Save
Send Traveler Mailer Action
If sending a mailer...
- Click Edit/Preview next to the mailer
- Add a subject, using the tokens provided, if desired
- Add a message, using the tokens provided, if desired
- Select a Button URL
- Add Button text
Add General Form(s) Action
If adding forms...
- Select one or more forms to add to travelers
- Toggle Set Form Deadline to on, if desired
- Set a deadline related to the Term Start or End Date OR by Month and Year
How to create an automation to Send Traveler Mailer:
How to create an automation to Add General Form(s):