What are Automations?

Currently, there are upwards of 50 pre-built automated mailers in Via. 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. An example of a pre-built automation is our application deadline reminder mailer. (When an application is in the Incomplete status and the application deadline is 1, 7, and 10 days in the future, Via automatically sends a mailer to applicants reminding them of the approaching deadline).

The good news is that if admins love and appreciate how Via has configured automations, there is no need to edit or customize anything!

Given that admins want to make changes or create new automations, that power is now available for application-based mailer notifications. Our goal is to educate admins on what is currently happening in Via, allow editing of current automations, and then continue to add more configuration and customization options over time. We plan to continue to release configuration and customization options to Admins over time to ensure we build with intention. 

 

Admins in Via can...

1. Deactivate automations by making them Inactive
2. Configure automations by editing current triggers and conditions
3. Edit mailer content
4. Add forms to travelers 
5. Add Application Tags to traveler applications 
6. Add Form Tags to traveler forms
7. Create new Application based Automations from scratch using currently available conditions and triggers 
8. Create new Form based Automations from scratch using currently available conditions and triggers 

 

Administrators can leverage a variety of triggers and conditions to customize their Automated workflows based on process-related needs. Below is a complete list of all triggers, conditions, and actions available for Automations. Keep in mind that what separates automation types are triggers and conditions available to that particular type. While automations may share some conditions, the available triggers will define the type of automation an admin is working with.

 

Triggers

A Trigger is what sets an Automation in motion, often referred to as the 'big bang' of an Automation. In the list below, you'll see the possible triggers available for both Application or Form-based Automations. Depending on the selected Automation type, admins will only have access to certain triggers. For example, Application triggers are available on Application-based Automations and Form triggers  are available on From-based Automations

 

Available Triggers

• Application [is] started*
  
• Application Deadline [is] 1 to 30 Days in the future*
  
• Application Status [changes to] desired application status(es)*
• Form [is] added** 
• Form Deadline [is] 1 to 30 Days in the future**
• Form Status [is] desired form status(es)**
• Term End Date [is] 1, 7, 14, 30, 60, 90 days in the past or in the future* 
  
• Term Start Date [is] 1, 7, 14, 30, 60, 90 days in the past or in the future* 

*Only available in Application Type Automations
**Only available in Form Type Automations

 

 

Conditions

A Condition is a circumstance that must be true in order for an Automation to happen. Conditions allow admins to create Automations with precision with the goal of targeting a specific program or groups of programs. Conditions in Via are optional and not required for an automation happen. If no condition is saved, Via will use the selected trigger as the only requirement to run an Automation.

 

Available Conditions

• Application Status [is] Incomplete*
• Application Template [is] desired application template name*
• Application Tag [is] or [is not] desired application tag(s)*
• Application Tag [is]or [is not] desired application tag name
• Associated Application Status [is] desired application status*
• Associated Application Template [is] desired application template name**
• Associated Form Template [is] exact application template name(s)*
• Cumulative GPA is [GPA number value]
• Form Status [is] desired form status(es)**
• Form Tag  [is] or [is not] desired form tag name** 
• General Form Template [is] desired General form template name**
• Program Country [is] or [is not] desired country(ies)*
• Program Origin [is] Internal/ Authorized*
• Program Type [is] or [is not] desired Program Type(s)
• Program [is] exact program name 
• Program Name [contains/ does not contain] desired text
• Term Name [contains/ does not contain] desired term name
• Term Tag [is] or [is not] desired term tag name

*Only available in Application Type Automations

**Only available in Form Type Automations

 

 

Actions

An Action is the step Via takes once a trigger has occurred and all conditions of an automation are met. Once an action is selected, admins can customize the details of the Action. For example, after choosing 'Send Traveler Mailer' as an Automation's Action, admins can customize the subject line, message content, the button text of a mailer, and the destination button when travelers click into it. 

 

Available Action

• Send Mailer 
• Add General Form(s) 
• Add Application Tag
• Add Form Tag
• Application Status Change
• Form Status Change
  
  

 

Automations in Via follows a formula like this:

When Trigger A occurs and

Condition B is met

Then Via performs an action automatically

 

Examples of automations that admins can create to personalize communications...

Example 1:

When an application status changes to Accepted (Trigger)

And the program origin is internal (Condition)

Then send the Traveler a mailer communicating deadlines to commit (Action)

Example 2:

When an application status changes to Submitted (Trigger)

And the program origin is Authorized (Condition)

Then send the Traveler a mailer directing them to also apply with the provider (Action)

 

Examples of automations that admins can create to add forms...

Example 1: Application-based Automation

When application status changes to Submitted(Trigger)

And program type is Exchange (Condition 1)

And program name contains Essex (Condition 2)

Then add University of Essex instruction form to traveler  (Action)

Example 2:  Application-based Automation

When application is created (Trigger)

And program country is Kenya (Condition)

Then send add Special Country permission form to traveler  (Action)

Example 3: Application-based Automation

When application updates to Conditionally Accepted (Trigger)

And term name contains 'fall' (Condition 1)

And program name contains 'penguin' (Condition 2)

Then add 'Penguin Migration research form' to traveler  (Action)

Example 4: Form-based Automation

When a Form updates to Accepted (Trigger)

And the Form Template name is 'Financial Responsibility Form' (Condition 1)

And the Application Template name is 'Faculty-Led Application' template (Condition 2)

Then add 'Faculty-Led Deposit Form' to traveler (Action)

 

Examples of Automations that admins can create to change a Status...

 

Example 1* - using an Application Automation

When an application changes to Submitted (Trigger)

Then Change the Application Status to In Review (Action)

*Result: If no condition is saved then ALL submitted applications will automatically be updated to a status of In Review

 

Example 2 - using a Form Automation

When a Form Status changes Submitted (Trigger)

And the General Form Template is 'Culture Shock Resource Material' (Condition)

Then Change the Form Status to Accepted (Action)

 

Examples of Automations that admins can create to add Application Tags with Automations...

 

Example 1 

When an Application Status changes to Conditionally Approved (Trigger)

And the Program Country is Kuwait (Condition)

Then add a 'High Risk Country' Application Tag (Action)

 

Example 2

When a Form is added (Trigger)

And the General Form Template is Minors Parental Form (Condition)

Then add the 'Minor' Form Tag (Action)