Triggers Reference

This comprehensive reference guide covers all available triggers in Elementum’s automation system. Each trigger includes configuration details, practical examples, and common use cases to help you build effective event-driven automations.

Looking to understand automation concepts? Start with the Automation System guide to learn about event-driven automation and AI integration.

Record Triggers

Record triggers respond to changes in your data, forming the foundation of most automation workflows.

Record is Created

Purpose: Trigger when new records are added to your system.How it works: Fires immediately when a new record is created in any app, element, or task, providing access to all field data from the new record.Configuration:

Keep data consistent: Optional checkbox to lock user interaction during automation execution
Add Changed Condition: Filter which record creations should trigger the automation
Where conditions: Set criteria like field values, user who created the record, or other attributes

Example Configuration:

Trigger: Record is Created
Where: Customer Type = "Enterprise"
AND Created By contains "sales"

Common Use Cases:

Customer Onboarding: Welcome new customers with account setup, documentation, and team assignments
Lead Processing: Qualify and route new leads based on source, value, or characteristics
Project Initialization: Create project templates, assign teams, and set up tracking when new projects are added
Compliance Logging: Document new record creation for audit trails and regulatory requirements
Notification Workflows: Alert stakeholders when critical records are created

Variables Available:

All field values from the new record

Example Automation:

New Customer Created → AI Classification (customer tier) → Create Record (project setup) → Make Assignment (account manager) → Send Email Notification (welcome)

Record is Updated

Purpose: Trigger when existing records are modified.How it works: Fires when record field values change, with options to specify which field changes should trigger the automation.Configuration:

Keep data consistent: Lock user interaction during execution
Add Changed Condition: Specify which fields trigger the automation when changed
Changed Fields: Select specific fields to monitor (e.g., Status, Priority, Assigned User)
Where conditions: Additional criteria that must be met for the trigger to fire

Example Configuration:

Trigger: Record is Updated
Changed Fields: Status, Priority Level
Where: Record Type = "Support Ticket"

Common Use Cases:

Status Change Workflows: Route records through approval processes when status changes
Escalation Management: Alert managers when priority levels increase
Progress Tracking: Update related records when project milestones are reached
Notification Cascades: Inform stakeholders when critical fields are modified
Data Synchronization: Update external systems when key fields change

Variables Available:

All field values from the updated record

Example Automation:

Support Ticket Updated (Status changed to "Escalated") → Search Users (find manager) → Send Message to Teams → Update Record Fields (escalation timestamp)

Approval Process Status Updated

Purpose: Trigger when approval workflow statuses change.How it works: Monitors approval processes and fires when status transitions occur (Created, Step Approved, Cancelled, Denied, Final Approval).Configuration:

Approval Process: Select which approval process to monitor
Status: Choose specific status changes to trigger on:
- Created: When approval process begins
- Step Approved: When individual approval steps complete
- Cancelled: When approval process is cancelled
- Denied: When approval is rejected
- Final Approval: When all approvals are complete
Where conditions: Additional filtering based on approval details

Example Configuration:

Trigger: Approval Process Status Updated
Approval Process: Purchase Order Approval
Status: Final Approval
Where: Amount > $10,000

Common Use Cases:

Post-Approval Processing: Execute purchase orders, contracts, or projects after final approval
Rejection Handling: Route denied requests back to originators with feedback
Escalation Management: Alert higher authorities when approvals are delayed
Compliance Documentation: Log approval decisions for audit trails
Workflow Continuation: Trigger next phase of business processes after approval

Variables Available:

trigger.status: New approval status
All field values from the record being approved

Example Automation:

Purchase Order Approved → Send API Request (to procurement system) → Update Record Fields (order status) → Send Email Notification (to requestor)

Agent Conversation Ended

Purpose: Trigger when AI agent conversations complete.How it works: Fires when agent interactions finish, providing access to conversation transcripts and metadata for further processing.Configuration:

Conversation Type: Filter by conversation channel:
- Teams: Microsoft Teams conversations
- Voice: Phone call conversations
Changed Fields: Monitor specific fields that may change during conversations
Where conditions: Filter based on conversation attributes or outcomes

Example Configuration:

Trigger: Agent Conversation Ended
Conversation Type: Voice
Where: Call Duration > 5 minutes

Common Use Cases:

Call Analytics: Analyze phone conversations for sentiment, keywords, and outcomes
Follow-up Automation: Schedule follow-up tasks based on conversation content
CRM Updates: Update customer records with conversation summaries and next steps
Quality Assurance: Route conversations for review based on specific criteria
Reporting: Generate conversation reports and performance metrics

Variables Available:

trigger.Conversation Type - Channel (Teams, Voice, etc.)
trigger.transcript - Full conversation transcript
All field values from the record the conversation was added to

Example Automation:

Phone Call Ended → AI Summarization (conversation highlights) → Update Record Fields (call notes) → IF sentiment = negative → Make Assignment (senior support)

Communication Triggers

Communication triggers respond to messaging and collaboration activities.

Comment Added

Purpose: Trigger when comments are posted to records.How it works: Fires when team members add comments to records, with filtering options for conversation types and content.Configuration:

Conversation Type: Filter by comment channel:
- Public Channel: Standard record comments
- Other conversation types as configured
Changed Fields: Monitor fields that may change with comments
Where conditions: Filter based on comment content, author, or record attributes

Example Configuration:

Trigger: Comment Added
Conversation Type: Public Channel
Where: Comment contains "@escalate"

Common Use Cases:

Keyword Monitoring: React to specific keywords or mentions in comments
Escalation Triggers: Automatically escalate when certain phrases are used
Notification Routing: Alert specific team members based on comment content
Documentation: Log important comments for audit trails
Workflow Advancement: Move processes forward based on comment approvals

Variables Available:

trigger.Message: Full comment content
trigger.Author: User who posted the comment
All field values from the record the comment was added to

Example Automation:

Comment Added (contains "approved") → Update Record Fields (status = approved) → Send Email Notification (to stakeholders)

Email Received

Purpose: Trigger when emails are received at configured addresses.How it works: Monitors dedicated email addresses and fires when new emails arrive, providing access to email content, attachments, and sender information.Configuration:

Email Address: Configure or create new email addresses to monitor
Create New Email: Generate dedicated email addresses for specific automations
Email Format: Typically follows pattern like testing@elementum.elementum.io

Example Configuration:

Trigger: Email Received
Email Address: support@yourcompany.elementum.io

Common Use Cases:

Support Ticket Creation: Convert emails into support tickets automatically
Lead Capture: Process inquiry emails into lead records
Invoice Processing: Handle vendor invoices sent via email
Document Processing: Process emailed documents and attachments
Customer Communication: Route customer emails to appropriate teams

Variables Available:

trigger.email_id - Unique email identifier
trigger.sender_email - Email address of sender
trigger.sender_name - Name of sender (if available)
trigger.subject - Email subject line
trigger.body - Email content (text and HTML)
trigger.attachments - Array of attached files
trigger.timestamp - When email was received

Example Automation:

Email Received → Search Records (find customer by email) → Create Record (support ticket) → AI Classification (priority) → Make Assignment (appropriate team)

File Triggers

File triggers respond to document uploads and attachments.

Attachment is Added

Purpose: Trigger when files are uploaded to records.How it works: Fires when attachments are added to any record, providing access to file content and metadata for processing.Configuration:

No specific configuration required: This trigger automatically monitors all file uploads
Add Changed Condition: Filter based on file type, size, or record attributes
Where conditions: Specify criteria for which attachments should trigger the automation

Example Configuration:

Trigger: Attachment is Added
Where: File Type = "PDF"
AND Record Type = "Contract"

Common Use Cases:

Document Processing: Extract data from uploaded contracts, invoices, or reports
File Validation: Check file formats, sizes, or content before processing
Compliance Scanning: Scan documents for sensitive information or compliance issues
Workflow Initiation: Start approval processes when key documents are uploaded
Data Extraction: Pull information from documents into record fields

Variables Available:

trigger.Name: Original filename
trigger.Description: Attachment description
trigger.Media Type: File extension/format
trigger.URL: File URL
trigger.Size: Size of uploaded file
All field values from the record the file was attached to

Example Automation:

PDF Attached → AI File Analysis (extract contract terms) → Update Record Fields (contract details) → Start Approval Process

Scheduled Triggers

Scheduled triggers execute automations based on time or external data events.

Data Mine

Purpose: Trigger when external data collection processes complete.How it works: Fires when data mining operations finish, providing access to newly collected data for processing and analysis.Configuration:

Select a Data Mine: Choose which data mining process to monitor
Trigger Options:
- Trigger when data meets requirement: Fire when specific data conditions are met
- Trigger when data no longer meets requirement: Fire when conditions are no longer satisfied

Example Configuration:

Trigger: Data Mine
Data Mine: Customer Satisfaction Survey Results
Trigger when: Average Score < 3.0

Common Use Cases:

Data Processing: Process newly collected external data
Alert Systems: Alert teams when data thresholds are crossed
Report Generation: Create reports from fresh data collections
Integration Workflows: Sync external data with internal systems
Quality Monitoring: Monitor data quality and completeness

Variables Available:

All the fields from the record the data mine was triggered for

Example Automation:

Customer Data Collected → Transform Data with AI (standardize) → Update Record Fields → Generate Report (data quality summary)

Survey

Purpose: Trigger when survey responses are submitted.How it works: Fires when survey forms are completed, providing access to response data for analysis and follow-up actions.Configuration:

Survey: Select which survey to monitor for responses
Add Changed Condition: Filter responses based on specific criteria
Changed Fields: Monitor specific survey fields
Where conditions: Set criteria for which responses trigger the automation

Example Configuration:

Trigger: Survey
Survey: Customer Satisfaction Survey
Where: Overall Rating <= 2

Common Use Cases:

Response Processing: Analyze and categorize survey responses
Follow-up Actions: Trigger follow-up based on response content
Alert Systems: Alert teams to negative feedback or critical responses
Data Analysis: Process survey data for reporting and insights
Customer Service: Route dissatisfied customers to support teams

Variables Available:

All the fields from the survey response
All the fields from the record the survey was added to

Example Automation:

Low Survey Score → Search Records (find customer) → Create Record (follow-up task) → Make Assignment (customer success team)

Advanced Triggers

Advanced triggers provide specialized functionality for complex workflows.

On-Demand Trigger

Purpose: Create custom triggers with configurable inputs and outputs.How it works: Allows creation of reusable automation components that can be triggered manually or by other automations with custom parameters.Configuration:

Configure Inputs: Define input parameters that can be passed to the automation
- Input Name: Descriptive name for the parameter
- Field Type: Data type (Text, Number, Date, etc.)
- Default Value: Optional default value
- Required: Whether the input is mandatory
- Multiple: Whether multiple values are allowed

Example Configuration:

Trigger: On-Demand
Inputs:
  - Customer ID (Text, Required)
  - Priority Level (Text, Default: "Normal")
  - Due Date (Date, Required)

Common Use Cases:

Reusable Workflows: Create automation templates that can be used across multiple processes
Manual Processing: Allow users to trigger specific workflows with custom parameters
Integration Points: Create endpoints for external systems to trigger automations
Batch Operations: Process multiple items with consistent logic
Custom Business Logic: Implement specialized workflows that require input parameters

Variables Available:

All configured input parameters as variables

Example Automation:

On-Demand Trigger (Customer Onboarding) → Create Record (project) → Make Assignment (account manager) → Generate Report (welcome packet)

Quick Trigger Categories

Record Events

Record Created, Updated, Approval Status

Communication

Comment Added, Email Received

File Operations

Attachment Added

Scheduled Events

Time-Based, Data Mine, Survey

Agent Interactions

Agent Conversation Ended

Custom Triggers

On-Demand Trigger

Choosing the Right Trigger

Event-Driven vs. Scheduled

Use Event-Driven Triggers When:

You need immediate response to system changes
Processing should happen as data changes
Real-time notifications are required
Workflow advancement depends on user actions

Use Scheduled Triggers When:

Processing can happen in batches
Regular maintenance tasks are needed
Reports should be generated periodically
Reminders need to be sent at specific times

Single vs. Multiple Triggers

Single Trigger Automations:

Focused, specific responses to events
Easier to debug and maintain
Clear cause-and-effect relationships

Multiple Trigger Automations:

Consolidated logic for similar events
Reduced automation sprawl
Shared processing for related triggers

Configuration Best Practices

Be Specific with Conditions

Use “Where” conditions to filter triggers precisely, avoiding unnecessary automation executions

Consider Performance Impact

Avoid overly broad triggers that fire frequently without adding value

Plan for Scale

Design triggers that will work efficiently as your data volume grows

Test Thoroughly

Verify triggers fire under expected conditions and don’t fire when they shouldn’t

Troubleshooting Common Issues

Trigger Not Firing

Configuration Issues

Data Issues

Timing Issues

Unexpected Trigger Behavior

Too Many Executions

Missing Executions

Ready to build automations with these triggers? Visit the Automation System guide for complete workflow examples and the Actions Reference for available actions.

Overview

Workflow Orchestration

Agents & AI

Data

Security

Record Triggers

Communication Triggers

File Triggers

Scheduled Triggers

Advanced Triggers

Quick Trigger Categories

Record Events

Communication

File Operations

Scheduled Events

Agent Interactions

Custom Triggers

Choosing the Right Trigger

Event-Driven vs. Scheduled

Single vs. Multiple Triggers

Configuration Best Practices

Troubleshooting Common Issues

Trigger Not Firing

Unexpected Trigger Behavior

Overview

Workflow Orchestration

Agents & AI

Data

Security

​Record Triggers

​Communication Triggers

​File Triggers

​Scheduled Triggers

​Advanced Triggers

​Quick Trigger Categories

Record Events

Communication

File Operations

Scheduled Events

Agent Interactions

Custom Triggers

​Choosing the Right Trigger

​Event-Driven vs. Scheduled

​Single vs. Multiple Triggers

​Configuration Best Practices

​Troubleshooting Common Issues

​Trigger Not Firing

​Unexpected Trigger Behavior

Record Triggers

Communication Triggers

File Triggers

Scheduled Triggers

Advanced Triggers

Quick Trigger Categories

Choosing the Right Trigger

Event-Driven vs. Scheduled

Single vs. Multiple Triggers

Configuration Best Practices

Troubleshooting Common Issues

Trigger Not Firing

Unexpected Trigger Behavior