The Automation Center allows you to create rules to trigger automation between Fountain products and third-party systems. In this article, we'll discuss how to create an automation rule and explore real customer examples.
Building an Automation Rule
To build an automation rule, follow the steps below:
Click your company logo in the bottom left corner. Then click Settings.
Click the Automations tile. If you do not see this tile, reach out to your Fountain Customer Success contact or [email protected] to enable the Automation Center in your account.
Click +Add Automation in the top right corner.
On the right, type a title and optional description for the rule.
In the Source section, click Choose. Then select either Applicant Events or Worker Events in the dropdown based on whether you want the automation to occur based on an applicant or worker initial event.
Choose the condition(s), also called triggers.
For applicant initial event rules, you will select from options, like when an applicant attribute changes, when a document is signed, or when an applicant stage changes.
For worker initial event rules, you will select from a number of options, like when a worker's attribute changes, when a worker is created, when a worker is deleted, or when a worker status changes.
You can add additional layers of conditions by clicking +Add condition.
Click Apply.
You can change the way the rule will function by changing the AND to OR. This will look at multiple conditions on either an AND or OR basis. This can help you essentially build two rules within one rule!
You can also choose to add more conditions or a subgroup by clicking +Add:
Adding conditions: Provides the flexibility to add as many conditions to your rule as needed.
Adding subgroups: Subgroups are used if you want to have both AND/OR operators in your rule.
Choose the action(s).
Depending on the action you select, you may have additional required selections. For example, if you choose the action "Reject applicant", you will also be prompted to select a rejection reason.
Click Activate on the right when finished.
Once a rule is created, it can be viewed on the main Automation Center Settings screen. Click the 3 dots button to the right of the rule to pause, edit, or delete the automation.
Click Explore Logs to review previously created rule success. Rules can be organized by the top tabs: All, Suspended, or Failed.
Need to copy automations to another automation? Use the button between conditions and actions for a detailed list of automations.
Triggers and Action Options
When building a rule in the Automation Center, you'll have access to a number of different triggers (events and conditions) and actions. Click the categories below to expand and review.
Important Note:
New triggers and actions will have been added since this article was last updated. The lists below are intended to provide the reader with examples. Please refer to the product for the most current triggers and actions.
Triggers on Applicants
Triggers on Applicants
Applicant created
Assessment completed
Data Collection stage completed
Data Validation completed by user
File uploaded
Idle rule triggered for applicant
Interview completed
Interview rescheduled
Interview scheduled
Interview slot canceled
Signature request opened
Signature request signed by applicant
Stage transitioned
Uploaded file approved
Uploaded file rejected
User updates a data field
Applicant stage is ______
Applicant transitions to _______
Triggers on Workers
Triggers on Workers
When a worker's attribute changes
When a worker is created
When a worker is deleted
When a worker's satus changes
When a worker's Onboard status chagnes
When a worker's Compliance status changes
Only if worker's attribute...
Only if worker's status...
Only if worker's Onboard status...
Only if worker's Compliance status...
For "only if worker's ____...." triggers, you will then select the status or attribute, and then options like "is after", "has changed", "is before", etc.
Actions on Applicants & Workers
Actions on Applicants & Workers
Approve the applicant associated with the worker
Custom Script*
Log only
Move applicant associated with the worker to a specific stage
Move applicant associated with the worker to the On Hold stage
Natural Language Prompt
Reject associated applicant duplicates
Reject the applicant associated with the worker
Send an email
Trigger a webhook
Update contact information in the worker's applicant profile
Update worker attribute(s)
Update worker status
Custom script is not visible by default. If you are interested in using the custom script action, reach out to your Fountain Customer Success contact or [email protected] to enable it in your account. Learn more about using the custom script action by reviewing this article.
Customer Examples
My company uses the I-9 Center as a PAPI integration stage within the Fountain Hire application. Once an applicant completes their I-9 form, I want users to be able to view it in the Applicant Profile of Fountain Hire
Initial Event = When a change is recorded for a worker
Conditions = When I9 Status Changes (WX)
Actions =
Attach I9 document ot the applicant Hire Profile
Add a label on applicant Hire
Update applicant attributes in Hire
When an applicant is moved to the stage "offboarded" in Hire, I'd like their worker status to change to terminated.
Initial Event = When a change is recorded for an applicant
Conditions = Applicant Stage changed (Hire)
Action = Update worker status in WX
Related Articles
➡️ Other Automation Center articles: