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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 are 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:

Workflows
- Adding an Action a New Workflow
- Adding an Action to an Existing Workflow
Rules
- Adding an Action to a New Rule
- Adding an Action to an Existing Rule

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. When using this action, the application must have a submitted status for a decision to be created.
Submit Application
- Automatically submit completed applications.

Campaigns

Send Communication
- Send an ongoing communication.
  The Send Communication action allows you to set the Time to Send setting to User Preferred Open Time to send the campaign when the contact is most likely to open it based on previous activity.
  
  Learn More: Preferred Time to Send

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 an 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 network connection: Add a network connection to another user.
Add custom source to user: Add a custom source.
Change assignee: Set the person's assignee (an individual or a Team).
- When using the Change Assignee action, you can configure the Assignment Behavior to determine how the internal user is assigned to a contact.
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).

Advanced Features When Using `Set User's` Actions

Formula Fields
- Add custom-calculated fields by employing formulas
- Works with any of the set user's actions (custom date property, custom property, or property)
Read more about custom-calculated fields here.

AI Workflow Evaluations
- Dynamically generate values by selecting AI Prompt as the property’s value. This allows AI to populate custom fields with relevant, real-time data based on predefined criteria, unlocking powerful data manipulation possibilities.
- This is a premium feature that is subject to usage-based billing.
- Must be enabled in Billing Settings.
- Works with set user's custom property or set user's property actions.
Read more about AI Workflow Evaluations at theend of this article.

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 simultaneously 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).

AI Workflow Evaluations

AI Workflow Evaluations are a premium feature and are subject to Element451's usage-based pricing and must be enabled in Billing Settings.

When using the Set User’s Property or Set User’s Custom Property workflow actions, you can dynamically generate values by selecting AI Prompt as the property’s value. This allows AI to populate custom fields with relevant, real-time data based on predefined criteria.

How It Works

Enable Premium Feature – Ensure 'AI Workflow Evaluations' is enabled in your Billing Settings. Premium features are disabled by default to prevent unexpected credit usage.
Select an Action – Choose Set User’s Property or Set User’s Custom Property within your workflow.
Choose AI Prompt – In the Value field, select AI Prompt as the data source.
Enter an AI Prompt – Provide a structured prompt for AI to generate the value. Example: “Based on a student’s major, recommend a relevant career path and set their ‘Career Interest’ custom field accordingly.”
Test the Output – Select a contact and click Evaluate to preview the AI-generated value before finalizing.