Automated Actions
Automated Actions allow you to automatically send messages, forms and tasks based on time or event-based triggers.
Automated actions are highly versatile and can reduce the manual work required by your people team. It's often useful to look at some use cases from other customers, but if you have ideas for something you want to automate, just let ChartHop staff know.
Recognition
- Sending Shoutouts to a Slack channel
- Sending Birthday or Work Anniversary notification to a Slack channel
Planning
- Notify the recruiter or a Slack channel when their job officially moves to "Active" and is ready to start recruiting.
- Notify a person's HRBP any change is made to their information.
Performance
- Automatically prompting 1:1 forms every week
- Send Peer Reviewers their forms after they are selected
- Send ad-hoc feedback to a person after they receive peer feedback
Onboarding
- Sending messages & forms to a new hire on their first day
- Introduce new hires with a message to the Slack channel whenever they submit an "About me" form
- Notify an Onboarding buddy of expectations after they've been selected
- Send tasks to a new hire's manager to prepare for their first day.
Surveys
- Send an Onboarding Survey automatically after 90 days
- Send an exit survey 3 days before the person's last day
Actions consist of 2 primary elements:
- Triggers — Defines when the steps should happen
- Steps — Define what should happen when a trigger occurs.
There are 2 types of triggers:
- On a schedule
- The action steps will happen at the same time on a schedule when the filter matches.
- Example schedules
- 9:00 AM — Everyday
- 12:00 PM — Every Monday, Wednesday & Friday
- 2:00 PM — First day of every month
- 9:00 PM — First day of first day for the months of Jan, Apr, Aug, Dec
- When an event occurs
- The action steps will happen immediately after the event occures.
- Examples:
- Form submissions
- Employee lifecycle events (like hires or terminations)
- Job updates (like recruiting status changes)
There are 3 types of steps:
- Sends a notification via Slack or Email
- Sends a form with attached Tasks and notification
- Sends a task that can be completed in the app
Linking Actions to Reviews and Surveys allows you to specify that a certain automated action should only run if the event occurs in the context of Reviews and Survey. It also allows you to track the form sends and responses in the context of the Survey.
This is is great for use cases like:
- Reviews - Automatically send Peer Review Form when the peer reviewer selections have been approved.
- Reviews - Add custom notifications when forms within a review are submitted, approved or relesed.
- Surveys - Set up recurring pulse surveys and view the results inside Surveys.
- Surveys - Aggregate triggered survey feedback
You are able to set up forms to have Due Dates or to be Skipped if they are optional.
To set up Due Dates and Skipping:
- Edit the action
- Add a Send Form step
- With Actions, you can set a Relative due date which will set the date relative to when the action is triggered. For example, 30 days after someone's start date.
- Indicate if the form can be Skipped
- This is great if forms are not essential, like a 1:1 form and may need to be skipped for occasions like a vacation or holiday.
Recurring Tasks for Forms Behavior
- If an action is associated with a Review or Survey, then a person can only have one open task at a time.
- If a person has completed the previous instance of the form, then they will receive a task with the new due date.
- If a person has not completed the previous instance of the form, then they will not receive a new task and will have the previous task with the previous due date.
- If the action is not associated with a Review or Survey, the action will continue to send the person tasks every time the action runs.
- Ex. Receive 1:1 requests for every week
