Branches let you define different actions depending on whether a condition is met or not. Add delays and calculations to the branch where they are needed.

  1. Open the branch for when the condition is met or not met.
  2. Add the desired event or a new condition.
  3. Add a delay if the next step needs to happen later.
  4. Add a calculation if you need a derived value, such as a date or number.
  5. Select the inputs for the calculation and check which later action will use the result.
  6. Check the order of the entire branch and save through the testing step.

When using lookups and trigger values, make sure the next action receives the intended Spot or other data. Matching names alone are not enough to confirm that you have targeted the correct data.

Adding task and service request lookups

You can look up the number of tasks or service requests for the Spot associated with the trigger and use it in later workflow steps.

  1. In the branch, select Add Lookup Tasks or Add Lookup Service Requests.
  2. Open Set the information and give the lookup a recognizable name.
  3. Select the filters. You can filter tasks by task template, task form, categories, priority, status and text contained in the title. You can filter service requests by category, priority, status and text contained in the title, as well as by the value of one additional field.
  4. If you filter service requests by an additional field, select the field, comparison condition and value. The available comparisons depend on the field type.
  5. Save the lookup details and continue to the next step.
  6. In a later condition, select the named lookup and its Count. You can also use the lookup result in a calculation or as a dynamic value for an event from the Calculated number values list.

If you select multiple options in the same field, matching any one of them is enough. Filters set in different fields must all be met. A field left empty does not restrict the lookup.

The lookup targets the triggering Spot or the Spot associated with the task, service request, message or read event that triggered the workflow. If no work matching the filters is found for this Spot, the count is zero. If no Spot is associated with the trigger, the count is left empty.

For example, you can look up a Spot's service requests with a specific status and add a condition after the lookup to check whether the count is greater than zero. The lookup result is available in subsequent steps built beneath the lookup.

Email and the task form PDF

In the email action, check the recipients, subject and message content, including any text generated from dynamic values. Adding a delay will not correct an incorrect recipient.

In the email action of a task-based workflow, you can select Attach Task Form PDF. This option is not available when the trigger is task creation. The attachment relates to the triggering task, which must be completed and have an associated task form.

Sending may wait a moment for the PDF to be ready. If the PDF is not available, the message is sent without an attachment. The attached PDF must be smaller than 10 MB; a file that is larger than or exactly 10 MB is omitted from the message.

Deleting a branch may also delete the steps built beneath it. Check the contents before deleting and monitor the results of the modified workflow in the run history.