Actions

Discover the functionality, types, and implementation of Actions in Workflows + Rules.

Eric Range avatar
Written by Eric Range
Updated over a week ago

Overview

Actions in Workflows + Rules are what make things happen. They're the steps defining each Contact's outcome. For instance, actions can send a communication like an email or SMS, submit a completed application, or apply a label such as "prospect" to a person's profile.

Action Types

There is a wide range of action types. Each type serves a unique purpose, enabling you to customize your Workflow or Rule precisely.

All action types are available when using Workflows or a Triggered Rule. If you are using a scheduled Rule, your action types will be limited to create login token, create profile, validate phone numbers, and run rule.

Multiple Actions per Step

You can add more than one action to a single step. This flexibility lets you handle different tasks simultaneously.

Conditions for Tailored Actions

If you're using conditions to have more granular control over your actions and steps, you can have an action for each "yes" and "no" branch. You may also add more than one action to a branch.


How to Add an Action

The process of adding Actions is outlined in our help articles on creating Workflows + Rules:


Types of Actions

Activities

  • Add Custom Activity: Add a custom activity that happened outside of Element451

Applications

  • Move to a new campus: Move unsubmitted applications from one campus to another

  • Move to a new degree: Move unsubmitted applications from one degree to another

  • Move to a new major: Move unsubmitted applications from one major to another

  • Move to a new school: Move unsubmitted applications from one school to another

  • Move to a new student type: Move unsubmitted applications from one student type to another

  • Move to a new term: Move unsubmitted applications from one term to another

  • Register Application as Decision: Create a decision for submitted applications

  • Submit Application: Automatically submit completed applications

Campaigns

  • Send Communication: Send an on-going communication

Labels

  • Add Label: Add a label, if not already present

  • Remove Label: Remove a label from a person

  • Set Territory: Set the person's territory

Milestones

  • Set Milestone - Application Deposit: Add a Deposited milestone

  • Set Milestone - Application Start: Add an Application Start milestone

  • Set Milestone - Application Submit: Add an Application Submit milestone

  • Set Milestone - Checklist Complete: Add a Checklist Complete milestone

  • Set Milestone - Date of Inquiry: Add a Date of Inquiry (Prospect) milestone

  • Set Milestone - Defer: Add a Defer milestone

  • Set Milestone - Enrolled: Add an Enrolled milestone

  • Set Milestone - Interview: Add an Interview milestone

  • Set Milestone - On Hold: Add a Hold milestone

  • Set Milestone - Unsubscribe Email: Add an Email Unsubscribe milestone

  • Set Milestone - Unsubscribe SMS: Add a SMS Unsubscribe milestone

  • Set Milestone - Visit: Add a Visit milestone

  • Set Milestone - Waitlist: Add a Waitlist milestone

  • Set Milestone - Withdrawn: Add a Withdrawn milestone

Tasks

  • Create Task: Create a new related task

Users

  • Add custom source to user: Add a custom source

  • Change assignee: Set the person's assignee (Note: The assignee can be an individual or a Team)

    • When using the Change Assignee action, you can configure the Assignment Behavior to determine how an admin is assigned to a person.

  • Remove assignee: Clear a person's assignee

  • Set user's custom date property: Set a date value for a custom field

  • Set user's custom property: Set a value for a custom field (value must be exact)

  • Set user's property: Set a value for a system field (value must be exact)

    When using Set User's Custom Date Property, Set User's Custom Property, or Set User's Property actions, you have the capability to add custom-calculated fields by employing formulas, unlocking powerful data manipulation possibilities.
    ​

Webhooks

  • Execute Webhook: Execute Webhook for the person

Workflows

  • Abort Workflow: Finish the current workflow (stops processing but does not remove the record)

  • Enroll to Workflow: Enroll the person in the selected workflow

    • Apply Overlapping Enrollment: This setting allows you to enroll a user in the same workflow more than once at the same time for different applications. This option is only available when using application, decision, and event signup triggers.
      ​

      How does it work?

      When enabled, users can be enrolled in the same workflow multiple times simultaneously, provided each enrollment is associated with a unique trigger context, such as an application registration ID or event signup ID. Overlapping enrollment is not available for workflows triggered by joined segments or manual enrollments, as these do not have a specific trigger context.
      ​

  • Finish Workflow: Finish the current workflow (stops processing, but does not remove the record)

  • Remove from Workflow: Remove from the workflow (stops processing and deletes any record of this run)

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