Actions are the work that gets done when a trigger is invoked and the conditions you've selected are met. In this article, we'll review all of the different actions that are currently available in Qrvey.
When you first create a workflow and create a trigger, the next box that will appear will be the action box. In the drop-down menu, you will find the list of available actions.
Find Record allows for the lookup of data based on the criteria you select and then performs actions based on the records found or different actions if no records are found. In the example below, we're finding records in the form MyForm based on a specific match on the Email field.
Once you have selected the criteria for finding records, you'll then be able to select the actions you'd like to perform when records are found and also when they're not found. Adding actions to these sections works just like adding actions elsewhere in your workflow.
Similar to Find Record, the Examine Data action also allows for the lookup of data based on the criteria you select. In the example below, we are looking into the form, MyForm, and will add a condition to retrieve only certain records.
Adding conditions looks like the example below. Unlike Find Record, you may add as many different sets of conditions as you'd like. Within a condition, filters are combined with an AND statement. Between conditions, they are combined with OR statements.
You can choose to Preview Results to ensure you are retrieving the records you intend. Under each set of conditions, you can add a list of other actions to be performed.
The Fillable PDF action allows you to use a PDF template from the File Manager and populate the predefined fields with data from a web form or dataset. After choosing this action, simply select the PDF template you'd like to use, then map each of the fields you'd like to populate with the appropriate data. Fields left blank will not be populated.
The Export Report action allows you to output analytic data in either PDF or PNG formats. To begin, choose Create New Report from the first drop-down menu, then provide your report with a name. Once created, you may reuse existing reports by selecting their name from the drop-down list.
Next, choose the type and name of the dataset you'd like to create your report from, then select the view you'd like to export (summary, detailed, tabular or custom). Once selected, you may optionally choose to exclude certain panels if you'd like. Finally, you can select your output type as either PDF or PNG.
Submit Data allows you to post data to other systems. It can be used to alert other systems of an event or post responses as they're received. To begin, first enter the URL you'd like to call, followed by the accompanying headers and parameters if needed. You may add as many as you need. You also have the choice to send the data as a form POST action or as a JSON object.
Send Web Form
Send Web Form allows you to send any Web Form via email, similar to our Send Email action below. The key difference however is that with Send Web Form, you can automatically follow up if no response is received.
To begin, select the Web Form you'd like to send, then provide your recipient, subject and message body. You can send via email or SMS. A link will automatically be included with both delivery methods.
If you'd like to automatically follow up if not response is received, click + Add Follow Up in the lower-right corner. You can then select how long you'd like to wait before following up along with the follow up subject and message. Whatever delivery method you chose initially, Email or SMS, will be used for the follow up as well. The same link used initially will also be included.
The Send Email action allows workflows to send notifications and alerts via email. To use this action, simply select the people you'd like to email, then provide a subject and message. The message body can be formatted with any of the formatting tools provided, including bold, italic and underline. There are also justification and list options.
In the lower-right corner you'll find the Insert / Attach menu that provides a number of different items you can add to your message. These include a link to any active web form, the results of any web form, the details of a specific response or a file that you specify.
If you choose the Insert Report option, you can generate a custom report for any web form. Just select the form type and name, then give your report a name. You can then select the filtering, sorting and exclusion items you'd like, along with a limit on the number of rows you'd like to return. Finally, you may select either HTML or CSV as your output format. When you are happy with your selections, click Generate Report to return to your workflow.
The Send SMS action is similar to Send Email in that you can send notifications and alerts, only this time via SMS text message. Just provide any valid mobile phone number, then type in your message up to 140 characters.
Any attachments you include in your message will be sent as links that your recipient can click on.
Use the Send Application action to send any of your existing applications to another Qrvey user. First, select the application you'd like to send, followed by the email address of the Qrvey user. Your application will then be packaged up, including all web forms, pages, workflows and data, and sent to the recipient so they can install it.
Insert Record lets you add a new record to an existing dataset in Qrvey. It allows you to pass the data from a submitted web form, for example, into a different dataset. To insert a record, first select the dataset you'd like to add a record too, then add either static values or dynamic tokens for each field you'd like to add. Blank fields will be skipped.
The Wait action is simply a pause in your workflow. For instance, if you receive a response from one web form, you must may to wait a day before sending a follow-up web form. The wait command will allow you to choose how many minutes, hours or days you'd like to wait before continuing with the rest of the workflow.
The Start Flow action allows you to trigger an existing process. Note that the process must be currently running in order to link it as an action. The End Flow action will stop your process at the point in the flow where you add it. Ending a flow is useful if your workflow includes multiple conditions.
Webhooks are a powerful action that allows you to integrate with other systems. You can choose the URL of your endpoint or API, then define any required parameters you'd like to include in your call. Qrvey's webhooks are essentially form POST functions to the URL you provide.
The Add Contact action allows you to create a new contact inside Qrvey's Address Book. This action typically follows a New Response trigger. Using that trigger, you can create tokens for the name, phone and email fields, then use those tokens to populate the new address book contact.
The Update Contact action works similarly to the Add Contact action, placing tokenized data into Qrvey's address book, only here, you must first specify the email address token, which will be matched to an existing address book card. Currently, Qrvey only supports matching email addresses, so a valid email address must be supplied. Once the card is matched, you many specify the other text or tokens to populate the other fields to be updated.
To use the Delete Contact action, simply specify an email address or token in the box provided and if a matching contact record is found, it will be permanently removed from the address book.
Pause Web Form
The Pause Web Form action allows you to programmatically pause any web form so that it will no longer be accessible or collect responses. To use it, simply select the type and name of the form you'd like to pause when the action is run. You may Add as many web forms as you'd like be clicking the + icon on the right.