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How do I Configure Actions and Wait block for Custom Process Sequence in a Workflow?

Azavista Support
Updated

Configuring Action and Wait Blocks for Process Sequence

Overview

The Process Actions Configuration allows users to define specific actions that are automatically executed as part of a workflow’s custom process. These actions can update data fields, send communications, trigger integrations, or perform automated operations based on predefined process logic. By configuring process actions, users can streamline event management, ensure timely notifications, and maintain consistency across workflows.

Step-by-Step Approach

1. Copy Event Text Field to Participant Text Field

  • Drag and drop Copy Event Text Field to Participant Text Field under the + icon for Add Step.
  • Select the Event field and Participant field, then save.
  • This ensures participant data reflects the latest updates from the event record.

2. Count Select Field

  • Drag and drop Count Select Field under the + icon for Add Step.
  • Select the Participant field, Participant field value, Event field, and save.
  • This is useful for tracking participation metrics or selection totals within workflow logic.

3. Create Certificate/Document

  • Drag and drop Create Certificate/Document under the + icon for Add Step.
  • Select the document, document field, document name, and save.
  • Use predefined templates to maintain consistency in document layout and content.

4. Send Email to Event Email Field

  • Drag and drop Send Email to Event Email Field under the + icon for Add Step.
  • Select the Email Campaign, Language, Email, and save.
  • Commonly used for event confirmations, reminders, or notifications.

5. Send Email to General Email Field

  • Drag and drop Send Email to General Email Field under the + icon for Add Step.
  • Select the Email Campaign, Language, Email, and save.
  • Useful for sending broad event updates or announcements.

6. Send Email to Participant

  • Drag and drop Send Email to Participant under the + icon for Add Step.
  • Select the Email Campaign.
  • Automatically sends an email directly to the participant linked to the workflow.
  • Ideal for confirmations, registration updates, or feedback requests.

7. Send Email to Participant Email Field

  • Drag and drop Send Email to Participant Email Field under the + icon for Add Step.
  • Select the Email Campaign, Language, Email, and save.
  • Supports dynamic communication tailored to individual participants.

8. Send Message to Participant

  • Drag and drop Send Message to Participant under the + icon for Add Step.
  • Select the Integration, Subject, Message, and Event App module, then save.
  • Useful for instant updates or engagement reminders.

9. Send Access Link to Approver

  • Drag and drop Send Access Link to Approver under the + icon for Add Step.
  • Select the Approver Email field, Email Campaign, and save.
  • Enables quick review and approval without manual intervention.

10. Send Message to User

  • Drag and drop Send Message to User under the + icon for Add Step.
  • Select the Integration, User, Message, and save.
  • Helps keep internal teams informed of key updates or actions.

11. Send to External CRM

  • Drag and drop Send to External CRM under the + icon for Add Step.
  • Select the External CRM and save.
  • Ensures that participant and event data stay synchronized across platforms.

12. Set Date-Time Field to Current Time

  • Drag and drop Set Date-Time Field to Current Time under the + icon for Add Step.
  • Select the Participant date and time field, then save.
  • Commonly used for recording submission or completion times.

13. Set a Field and Field Value

  • Drag and drop Set a Field and Field Value under the + icon for Add Step.
  • Select the Participant field and save.
  • Enables automatic data updates or status changes within the workflow.

14. Set Reference Number

  • Drag and drop Set Reference Number under the + icon for Add Step.
  • Select the required field.
  • Automatically generates and assigns a reference number to a record.
  • Useful for maintaining traceability or creating unique identifiers.

15. Call a Webhook

  • Drag and drop Call a Webhook under the + icon for Add Step.
  • Select the Integration to send data to external systems or services in real time.
  • Enables external automation, integrations, or event-based data exchange.

16. Wait

  • Drag and drop Wait under the + icon for Add Step.
  • Select the waiting period (for example, hours, days, or weeks).
  • Enter the duration.
  • This allows the workflow to pause automatically before continuing to the next step.
  • Commonly used for follow-up reminders, delayed communications, or timed updates.

17. Wait Until Field

  • Drag and drop Wait Until Field under the + icon for Add Step.
  • Select the field type, field, waiting period, duration, and execution timing.
  • Configure whether the next action runs before or after the selected date/time value.
  • This ensures the workflow aligns with event milestones or time-based triggers.

18. Chain multiple actions and wait blocks

  • Repeat the process of adding Action and Wait blocks as required.
  • Arrange the blocks in the desired execution order.
  • Ensure each block is properly configured before adding the next one.

19. Save and publish the workflow

  • Save the Custom Process Sequence.
  • Publish the workflow to activate the configured actions and wait logic.

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