Automations: create and activate rules
Automations let you respond to specific events within edoobox. A rule defines When it is evaluated, the conditions required under Only if, and what should happen under Then. For example, you can add tags, create an internal note, or select a suitable template before sending.
First, activate the plugin Automations in the Plugin Manager. Check the displayed prerequisites and terms. Then open Settings → Automations. If the plugin detail view appears, the configuration has not yet been unlocked.
Create a rule
- Open Automations → Rules and select New rule.
- Enter a unique name, for example «Webinar: Mark person».
- Select the event under When. The displayed context badges show which data is available for conditions and actions.
- Add the conditions under Only if.
- Add at least one complete action under Then.
- Complete the description and priority. Save the rule as a draft first.
Select the appropriate event
| Event | Available contexts |
|---|---|
| New person | User data |
| New booking | Booking, user, offer, and offer instructor |
| New offer | Offer and offer instructor |
| Before sending the booking confirmation | Communication, booking, user, offer, and offer instructor |
| Before sending a certificate | Additionally, the specific participant reference |
A creation event is not a general trigger for every subsequent change. Select an actually offered trigger for a different business situation. The selection of email or PDF templates before dispatch belongs to the communication events.
Use AND, OR, and conditions
For each condition, first select the context, then the field and the comparison. The data type determines the selection: text can be compared or checked for contained words; numbers for magnitudes and ranges; date fields for time periods or an age; tags for one, all, or none of the selected values.
- All conditions / AND: Every condition in the group must be met.
- At least one condition / OR: One met condition is sufficient.
- Groups: A subgroup connects, for example, two alternatives within an AND rule.
Example: «Offer has tag Webinar» AND («Language is German» OR «Language is French»). The rule thus applies only to webinars with one of the two languages.
A maximum of two visible group levels, 50 conditions, and 10 actions per rule are available. Available custom data fields and tags are selected from the account. An empty condition group does not narrow down the event; carefully check in the summary whether the rule should apply to all affected data records.
Configure actions
| Action | Required selection |
|---|---|
| Change user data | Writable standard field or custom data field and new value |
| Add or remove user tags | Tags from the account |
| Send email with template | Suitable email template and recipient: an available email field for the person or offer instructor |
| Create note | Subject, message, and assignment to person and/or booking |
| Replace email template | Suitable template for the upcoming communication dispatch |
| Replace PDF template | Compatible template for the participant document in the communication context |
The action «Replace template» changes the selection for the upcoming dispatch. It is to be distinguished from an additional email action, which generates another message. An additional email must not accidentally send the same confirmation again.
Arrange actions with the arrows. Higher rule priorities are evaluated first. If multiple communication rules change the same template selection, a higher-priority action can displace the other. Check overlapping rules in the execution log.
Simulate and activate the rule
- Save the draft and select a suitable test object that matches the event.
- Start the test and read the check of the trigger, conditions, and actions.
- Then select a counterexample where the conditions should not be met.
- Correct and save the rule until both results are correct.
- Activate the rule. After the next matching real event, check the executions.
The rule test is a simulation: It checks the conditions on the selected object and the intended actions. It does not send an email and does not perform any data change. It therefore does not yet confirm the delivery of a later message.
To interrupt, use Pause. Drafts and paused rules do not react to new events. Check already planned or ongoing work in the execution log.
Examples of useful rules
Mark webinar bookings
Select «New booking», filter by the offer tag «Webinar», and add the desired booking status condition. As actions, add the user tag «Webinar» and create a note on the booking. Check a matching and a non-matching booking.
Select the appropriate certificate template
Select the event before the certificate dispatch. Limit the rule to the desired offer group and select a compatible PDF template. Check in the execution detail which template was actually selected, and subsequently check the generated document.
For actions in external apps, continue to use Zapier or the API. These internal rules do not replace an arbitrary schedule or an external integration program.
Select confirmation and PDF before dispatch
You select the appropriate template at the event before dispatch. A rule at New booking is too early for this or a different workflow. You can find the step-by-step process with compatible PDF families, priority, and counterexample under Select email and PDF templates before dispatch.
With equal priority, the stable rule order decides; multiple replacement actions of the same type are not combined into one template. Therefore, deliberately assign different priorities for overlapping cases and check the selected winner in the execution detail.