Automation enhancements

[Taken from Plannr Community threads - James Rolfe BMSG - posted by Abi on James’ behalf]

When you are looking at Automations, could some thought be put into access permission:

Not sure about others, but personally, I would like to see a Firm level setting allowing us to select which advisors (members) can create new Automations (and indeed workflows).

I would also like to be able to choose which Automations an advisor can see and execute. In simple terms, it would be any they created themselves (if they had permission to do so) and any Firm level ones they have been given access to.

Also a setting to determine whether an Automation or a Workflow can be run manually or not - So advisors may need ‘access’ to an automation because it runs automatically when they create a client, for example, but we don’t want them to subsequently be able to run that manually.

As we build out, we are using more and more Automations and are now having to name with advisor names on the front, the list is long and advisors are sometimes triggering the wrong ones etc….

If you send a Form request via an automation, you have to select a person who is ‘sending that form’. We have automations that are created centrally for all advisors to use. The problem is that when an advisor triggers that automation, the notification that the form has been completed goes back to the person listed in the Automation - not to the person that triggered it. So one person is getting all of the notifications from all forms sent by all advisors.

There is no option for it to be sent by the person triggering the automation (as far as I can see) and no way to tell it to send the notification to the person triggering the automation either.

The only solution I can see is to create a separate copy of the automation for every advisor and, if we update that centrally, to update every copy.

Am I missing something - is there a better way to do this?

I think the issue with the Notify Block is you can only notify people an automation has been triggered or a document/form sent - you cannot notify them when the event actually completes (form completed / document signed)

I have now discovered 2 issues. The Form Request can only be set to send the notification the form has been completed to a specific person - really need to be able to select ‘Assigned Adviser’ or ‘Person Triggering Automation’ as options there.

There is a similar problem with document signing - all notifications the document has been signed seem to be sent back to whoever created the automation rather than to the assigned advisor or the person that triggered it.

Ideally, we want a set of ‘Firm Approved’ automations and they would send notifications to the assigned advisors etc. In a perfect world, we do not want advisors to be able to create automations for themselves as this leads to a number of issues - Automation, we feel, should be a Firm Level access to create them and then allocate which advisors can access them.