Automated Actions

this feature is currently in beta we're really excited about it and it's already being used by multiple organizations try it out and send feedback to the charthop team or directly to product feedback\@charthop com how to setup a beta feature from the left sidebar, s elect admin, then select labs use the switch to toggle on the feature, then press the save settings button read below for additional setup instructions and context about what will be activated when you save settings overview 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 our favorite use cases 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 structure actions consist of 2 primary elements triggers — defines when the steps should happen steps — define what should happen when a trigger occurs triggers 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) steps there are 3 types of steps send messages sends a notification via slack or email send forms sends a form with attached tasks and notification send tasks sends a task that can be completed in the app part of the onboarding & offboarding docid\ epwhc52ap9pjnaubshaml feature linking actions to reviews and surveys 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 form configuration due dates and skip 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 set a due date (read more in managing tasks docid\ augk05iqto acrgcmff60 ) 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 skipping forms 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 exam