Automate transitions | Online Help | Qntrl

Automate transitions

Using Qntrl, you can configure transitions to be executed automatically by setting a wait time or a condition.

Automate by time

Transitions can be configured to execute automatically after a specific time frame. 
  1. Navigate to   Boards , hover over any specific board in the left panel and click      to choose   Manage Board . (or)
  2. Navigate to    to select a board.  Learn more . 
  3. Navigate to Step 2: Design Blueprint .
  4. Select a blueprint you wish to automate and click on a transition. 
  5. In ‘ Who can perform this transition ?’ drop-down under Before section in the right panel, select  Automated by time.
    • The default configurations under the  Before and  During transition tabs will be overwritten.
  6. Enter a time frame in the  Wait for field. The time frame can be between minutes, hours, days, or weeks.
    • The minimum wait time is 15 minutes.  

In the above example, when a card reaches the  Awaiting reply stage, it starts a timer for the mentioned time frame of 4 weeks. After 4 weeks, the transition takes place automatically and the blueprint moves to the next stage.

Automate by condition

Transitions can be configured to execute automatically when the card meets a specific condition. 

  1. Navigate to   Boards    , hover over any specific board in the left panel and click      to choose  Manage Board . (or)
  2. Navigate to    to select a board.  Learn more . 
  3. Navigate to Step 2:  Design Blueprint . 
  4. Select a blueprint you wish to automate and click on a transition. 
  5. In ‘ Who can perform this transition ?’ drop-down under Before section in the right panel, select  Automated by condition.
    1. The default configurations under  Before  and  During  transition tabs will be overwritten.
  6. Click the  Set Condition  button. Configure a condition using the following options:
    1. Select condition : Cards that meet the selected condition will be automated.
    2. All Cards : All the cards that pass through this transition will be automated. 

In the above example, when a card with the mentioned condition reaches the Resume   approved stage, the transition takes place automatically, and the blueprint moves to the next stage.  

Automate by Connected Cards 

Transitions can be configured to execute automatically when the connected cards in main or sub board meets the configured condition.  To configure so,
  1. Navigate to   Boards , hover over any specific board in the left panel, and click      to choose   Manage Board . (or)
  2. Navigate to    to select a board.  Learn more . 
  3. Switch to Step 2: Design Blueprint.
  4. Select a transition to be automated.
  5. In Before transition, select Automated by Connected Cards in 'Who can perform this transition field?'.
  6. Click Set Condition .
  7. Select the board, choose All or Any option, and enter the condition.
    1. Sub boards associated with this board/transition/business rules will only be listed here.
    2. The condition will be applied on all/any connected cards created in the chosen board.
    3. Both, main and child boards can be selected to set conditions.
  8. Once all the conditions are configured, click  Save .
  9. Save and Validate  the blueprint and  Publish the board. 
When the configured condition is met in the main or sub boards, the transition will take place automatically.   

Only the connected boards for which you have an Admin profile will be listed down for configuration here.

Get a detailed understanding of Connected and Standalone cards.

  • When a card reaches the stage  whose different transitions are automated by time and condition (which matches with the card), a higher preference is given to the transition automated by condition.   

  • When a card reaches the stage whose different transitions are automated by more than one timer, a higher preference is given to the transition that was created first.  Additionally , this transition will only be displayed in the card. 

  • When a card reaches the stage whose different transitions are automated by more than one condition (all of which match the card), a higher preference is given to the transition that was created first.  

  • If the blueprint’s flowchart contains a loop of transitions that are automated, and if the automated timer and condition is true every time, the loop cycle is restricted to  ten times.  

  • Only 6 automated transitions are allowed from a stage.                           

  • If an auto-transition is in progress and a user has permission to view/access the card, the user will be able to view the card under All Cards view. 
  • A maximum of 3 boards can be selected to set connected card conditions.

Business Scenarios

Wait states in transitions 

In the food manufacturing industry, processed items need to be frozen or fermented for a specific time before they can be packaged. This wait time can be automated in Qntrl.



Here, the  wait   state can be configured to  wait for a specific time until fermentation is complete. 

When a card reaches the  wait   state , it starts a timer with the configured time . Once the timer expires, the card moves to the next transition automatically. 

SLA in transitions

Automated transitions help you to set up escalations in a blueprint.

 

Here, an escalation is triggered when a card is delayed beyond the defined time frame.  Different levels of escalation can be triggered in every blueprint. 

The actions to be performed after the escalation are captured in the  After section of the transition. You can send emails, update card fields, trigger webhooks, or associate custom functions. 

Reports are used to track the amount of cards passing through the escalated transition. 


Routing different transitions

You can configure cards to be automatically approved or rejected for specific conditions , or after a given time frame. 



Here, when a vendor has a rating less than 1, you can configure the deal to be rejected  automatically.

Reports are used to track the amount of cards that pass through  auto - select or  auto - reject transition.

Additional Reading : Learn how to automate decision-making in workflows using Qntrl .  

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