✏️ Written guide ✏️
In a daily routine where every minute counts, repetitive tasks can quickly become time-consuming. With our automation module (Workflows), constraints turn into seamless processes! This system takes over to trigger the right action at the right time, so you don't have to think about it anymore. 🚀
1️⃣ Understanding the logic behind an automation
An automation always works following a simple three-step logic in your interface:
When (the trigger): this is the event that starts the action (e.g., an attendance sheet starts).
Condition (optional): this is the criteria that must be met (e.g., only if the student belongs to a specific group).
Then (the action): this is what the system does for you (e.g., sending a signature email). 🤗
2️⃣ Creating an automation with the AutoAI assistant ✨
What makes our tool unique is its simplicity. No coding required—everything can be done through a simple conversation thanks to our AutoAI assistant located on the right side of your screen!
Go to the automations page and create a new workflow.
Open the AutoAI chat panel on the right.
Simply tell it what you want in your own words. Example: "Hi! I'd like to send an attendance sheet signature email to students every time an attendance sheet starts. Can you help me set this up?"
AutoAI configures the automation blocks for you in the center of the screen. All you have to do is check them over and add a title at the bottom of the page! 😉
Note: You naturally retain full control to manually edit the "When", "Conditions", and "Then" blocks if you prefer to build your workflow from scratch without the assistant.
3️⃣ Configuring the conditions of your workflow
Don't want your automation to trigger every single time, but only in specific cases? 🤔
In your workflow editor, you can click on + Add a condition to refine the rules. You can base these conditions on text, dates, or numbers.
For example: the welcome automation only triggers if the student's email ends with "@your-school.com".
4️⃣ Choosing the actions to automate
Once your conditions are met, Edusign takes care of the rest. Currently, 3 main actions (the "Then" blocks) are available:
Send an email: Draft a personalized message (using variables like first name or school name).
Send a signature email: Automatically trigger the email allowing your students to sign their attendance sheet (with the option to target "All students in the course" and make it a reminder email).
Make an API / Webhook call: For advanced users, this action instantly sends information from Edusign to your other software (CRM, ERP, etc.) as soon as an event occurs. 😮
5️⃣ Validating and monitoring your processes
Once you are satisfied with your workflow, simply give it a title and click the Validate button. The system will run in the background. In case of delivery issues, the system logs the errors so you can easily figure out what went wrong.
… Now you know everything, it's your turn to play! 🤩
But this is just the beginning: we will regularly add new actions to help you automate as many time-consuming tasks as possible. 🚀
💡 3 practical use cases
To get you inspired, here is what you can set up today with this feature:
Targeted signing for your specific cases (signature email): While systematically sending them for all your attendance sheets is already possible in your school's settings, automation really shines when targeting your specific cases (self-directed courses, e-learning, multi-campus...)!
For example: as soon as an attendance sheet starts (When), and only if the course description contains the word "self-directed" (Condition), the system sends the signature email to the relevant students (Then). Perfect flexibility to adapt to your everyday reality! 🎯
Welcoming newcomers (standard email sending): As soon as a student profile is created on the platform, the system sends them a personalized welcome email.
Syncing your databases (Webhook call): When a student is created on Edusign, the automation instantly sends a "ping" (API call) to your CRM (like HubSpot or Salesforce) to invisibly create their contact record. 🤗
To learn more, visit our help center.
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