Process Street + Process Street Integration (Beta)

You can integrate Process Street with other templates and checklists in Process Street, using our automations.

This automation allows you to create new checklists, either when a task is checked or when a checklist is complete. You can map and pre-fill data from one checklist into another.

Plan: This automation is available to customers on all pricing plans.

Users: In order to create or update automations, you must be an Administrator, or a Member with “can edit” permissions.

Example use cases

  • You complete a task in your employee onboarding checklist, which runs an employee orientation checklist  with the employee’s name pulled through
  • You complete your property move-out checklist and this starts a new deep-cleaning checklist, with the property address and the date the tenant moved out pulled across

How to set up an automation with Process Street

Head to your template dashboard and open up the template you’d like to create an automation for. When viewing the template you will see the “automation” tab next to the template tab, as shown below.

Choose a trigger

Start by selecting the trigger for your automation, from the left side of your screen.

For Process Street automations, you can choose from these two triggers:

  1. When a task is checked then
  2. When a checklist is complete then

Click the + button on your chosen trigger to get started.

Let’s walk through examples for each of these triggers and their respective actions.

1 – When a task is checked

In this example, completing the task “Confirm inspection date” in your Tenant Move-Out process creates a new “Property inspection” checklist for your property manager to complete.

Choose your trigger

Select “when a task is checked” from the left side of your screen.

Choose a task

Start by selecting the task in your template that will act as your trigger.

Choose an app

Next, click the Process Street icon and a small tick will appear to confirm your selection.

Choose an action

Select the action “run a checklist”.

Choose template

Choose the template you would like to run a new checklist from. Click “Next”.

Set your new checklist name

Select the field that you would like to use as your new checklist name.

You can only use one field to create your new checklist’s name, however, you could use a snippet form field to allow you to add text or variables into your new checklist name.

Map fields

Next, you need to map the fields from your first checklist, that you would like to fill out automatically in your new checklist.

These could be global variable fields like Checklist Name, Checklist UR, Task Name or they could be the names of form fields that you have added into your template.

Click “Add new mapping” to map more fields from your original checklist into your new checklist. When you’re done mapping fields, click “Finish”.

Capture checklist URL (optional)

Optional: If you would like to capture the URL of your newly created checklist, in your original checklist, you can do that by adding a placeholder form field into it.

Once that’s added, you can use this step to capture your new checklist’s URL, or if you prefer to skip this part, click “Finish”.

Activate this automation

Now you’re ready to turn on your automation. Use one of the toggle switches shown below, to switch it on.

Now every time your task is checked, a new checklist is created and pre-filled with the data you have mapped from your original checklist.

2 – When a checklist is complete

In this example, completing a checklist from our Tenant-Move Out process creates a new “Property deep clean” checklist for our cleaning team to work on.

Choose your trigger

Select “when a checklist is complete” from the left side of your screen.

Choose an app

Click the Process Street icon and a small tick will appear to confirm your selection.

Choose an action

Select the action “Run a checklist”.

Choose template

Choose the template you would like to run a new checklist from. Click “Next”.

Set your new checklist name

Select the field that you would like to use as your new checklist name.

You can only use one field to create your new checklist’s name, however, you could use a snippet form field to allow you to add text or variables into your new checklist name.

Map fields

Next, you need to map the fields from your first checklist, that you would like to fill out automatically in your new checklist.

These could be global variable fields like Checklist Name, Checklist URL, Task Name or they could be the names of form fields that you have added into your template.

Click “Add new mapping” to map more fields from your original checklist into your new checklist. When you’re done mapping fields, click “Finish”.

Activate this automation

Now you’re ready to turn on your automation. Use one of the toggle switches shown below, to switch it on.

Now every time your checklist is completed, a new checklist is created and pre-filled with the data you have mapped from your original checklist.

Advanced

To allow you to create checklist names with more than one field of data passed into your new checklist, you might consider using a snippet form field. This allows you to create checklist names such as [employee first name] +[employee last name] + [job role] or [company name] + [customer ID number] for example.

Process Street also has a number of other built-in features you might want to use to help streamline your processes. You can automate when a checklist runs, for recurring or one-off events by using our scheduling tool, use variables to push data into, out of, and around your checklists.

The email widget allows you to send pre-drafted emails direct from your checklists, with variable data automatically filled out and ready to send.


 

Edit an automation

To be able to edit the fields you have mapped in your automation, or change the triggers or actions, you first need to turn off your automation using one of the toggle switches.

Delete an automation

To remove an automation from a template, you can delete it, but first, you will need to ensure that it has been switched off. Turn the toggle switch to the “off” position and then click the trashcan icon in the top right of your view to delete the automation.

Limitations

There are no filters, delays, or formulas built into automations. To be able to utilize these types of functions, you might want to consider using a Zapier integration for your automation.

Request another app

If you would like to request that we add another app to our automations, you can do that from the automation tab in your template.

Troubleshooting

If your automation stopped running, isn’t working as expected, or is showing errors, there might be a few reasons for this. Please check the following:

  • Did you turn the automation on once you set it up? Each automation has a separate “on/off” toggle switch
  • Did you edit your template, change or delete a form field that you were mapping in your automation? If you did, then this may cause your automation to stop running
  • Did you edit your template but not save the changes? You need to have saved any edits to your template to have the latest version pull through to your automations
  • If you are updating a checklist with data from another app, you may need to refresh your checklist to see that data pulled through
  • Each time your automation runs you will see a record of success or failure, in your run logs

Run logs

You can check your automation run logs to see how your automations are running, or check for errors. You will find the automation run logs in two places, at the template level or on checklists.

In your template on the automations tab, select an existing automation from the left side of your screen (highlighted in blue below). At the bottom of your page, you will see a list of all of the automation runs for that template. If your automation hasn’t run yet, you’ll see something similar to the below.

In a checklist, in the upper right-hand corner of your task list, you’ll see the lightning bolt icon. Click the icon to see the run logs for that particular checklist.

If you have any errors, click the word “Error” to expand more information on why your automation didn’t run.

The lightning bolt icon will only show up on checklists that have automations configured on them. This is an automation’s idle state.

When an automation is running, you’ll see the bolt change to the  icon.

Once the automation finishes running, you’ll see either  for success or  for failure. If it’s a failure, you can click on the X to see the run logs and then click on the “Error” log for more information.

If you have any questions about using automations, please reach out to our customer success team.


 

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