Processes allow users to create complex automations in Azavista. They can be used, for example, to automatically send emails; update fields; change statuses; and much more.
Description of the process blocks
The different processes (blocks) in the Advanced options: Query, Wait, Action, Finish (stage)
Action block: Select an action to be performed. It can be used together with a Query block and/or a Wait block and/or Stage block. Below are the processes available for use
- Entity - Participant
- Set field: Update a participant field
- Send email: Send an email to the participants
- Set date-time field to current time: Used as a timestamp (e.g. Combined with a Date and time field to know when a participant registered to the event)
- General email: Send an email to a specific email address (e.g. notify an organizer (or someone who might not be using Azavista at all) any time someone registers/updates their details)
- Email from field: Send an email to a specific email address related to a participant (e.g. if a VIP's assistant will handle some details of their registration process, as part of your registration you might have an additional email field for the VIP participant's assistant (previously created in the Fields Manager). In that case, instead of choosing the default Email field, you may choose, for example, Assistant email)
- Email from Event field: Send an email to one of the email addresses available in the event fields
- Webhook: Select a webhook integration to be called
Query block: What criteria need to be met in order to perform the action. Other blocks should be nested under the Query block (as well as other Query blocks in case of double conditions) for them to be operated under the condition of the query block (see examples further down below).
Nesting is performed by drag and dropping blocks slightly on the right under a Query block.
- Participant/Event query type: Select a field that needs to match a certain value for an Action process to be performed
Wait block: When the criteria are met, delay the action by a selected amount of time
- Wait: Wait until a selected amount of time
- Wait until field: Wait for a date-time field
Finish/Stage block: After the action is performed, set the participant in a different stage
Nesting a block: Nesting a block is performed by dragging and dropping blocks slightly on the right under a Query block.
This is done in order to trigger the other blocks only if the Query condition has first been met.
Below you will find usage examples of those tools and processes.
- Sending a reminder email to a Participant to complete registration: Registration workflow - Engagement sequence button
- Sending additional emails only to attendees with a specific position (e.g. to CEOs in a Pre-arrival workflow): Pre arrival workflow - Engagement sequence button
- Notifying a specific address email every time a participant registers: Registration workflow - After registration actions button
- Modifying a field & registering the date-time at which an action / a process was performed (e.g. an event planner is manually registering participants and it needs to be marked in the participant's profile) - Stage action workflow
- Note: The participant will still automatically be placed in the "Pre-arrival" stage with all other registered participants, thanks to the "Next workflow" option in the Stage action workflow.
Workflow processes options
The engagement sequence & After invitation/registration actions options are found in Workflows -> Event Workflow Automations (at Event level)
The Engagement sequence buttons allow users to create automated processes that are triggered simultaneously with the ones defined in the workflow template.
- scheduling the sending of emails to participants who are in a Registration pending stage (e.g. to update or inform them about the event, or remind/motivate them to complete their registration)
- Modifying fields after a specific action (e.g. Ticking a participant's "Verified" checkbox field when a planner has manually approved a participant")
The After invitation/registration actions buttons allow users to create automated processes that are triggered only after the Invitation or the Registration workflow has been completed.
- Sending an email to a specific email address (e.g. an event planner who is not using Azavista) whenever a new participant is registered.
The two buttons share the same set of tools, the only difference between them is in the moment at which those additional processes are operated. The Engagement sequence processes are incorporated within the workflow, whereas the After invitation/registration actions processes will be operated once the initial workflow operations are over.
Some workflows have both buttons, others only one, others none (here Registration workflow)