Property Insurance

Automations Setup Guide

This guide will walk you through creating, configuring, and managing automations in 21RISK. By the end, you'll know how to set up powerful automation rules that streamline your insurance workflow.

Accessing Automations

To manage automations:

  1. Navigate to the Insurance section in 21RISK
  2. Click on "Settings" in the left sidebar
  3. Select "Automations" from the settings menu

You'll see a list of all existing automations, along with suggested automation templates you can use to get started quickly.

Creating Your First Automation

Let's create an automation that moves items to "In Progress" when all required planning fields are completed.

Step 1: Start a New Automation

  1. Click the "New automation" button in the top-right corner
  2. You'll be taken to the automation form

Step 2: Name Your Automation

Give your automation a clear, descriptive name that explains what it does.

Example : "Auto-move to In Progress when planned"

Step 3: Choose a Trigger

Select when the automation should run:

  • On any change : Runs whenever an item is created or updated
  • On a schedule : Runs at specific times you configure

For this example, select "On any change" since we want immediate reaction when fields are updated.

You'll need to configure the schedule type and timing:

Daily Schedule:

  • Select the hour (0-23) and minute (0, 15, 30, or 45)
  • Example: Run every day at 9:00 AM

Weekly Schedule:

  • Select one or more days of the week
  • Select the hour and minute
  • Example: Run every Monday and Friday at 6:00 PM

Monthly Schedule:

  • Select the day of the month (1-31, or 0 for last day)
  • Select the hour and minute
  • Example: Run on the 1st of every month at 8:00 AM

Step 4: Add Conditions

Conditions determine which items the automation affects. Think of this as the "IF" part of your rule.

For our example, we want to match items that:

  • Have compliance = "Non-compliant with plan"
  • Have a cost estimate (any value >= 0)
  • Have a due date in the future
  • Have a responsible person assigned

Adding Condition Groups

  1. You start with one condition by default
  2. Click "Add condition" to add more conditions within the group
  3. Click "Add alternative scenario" to create OR conditions

Configuring Individual Conditions

For each condition, you'll need to:

  1. Select a field : Choose from available fields (name, cost estimate, due date, compliance, responsible)
  2. Select an operator : Choose how to match the value (contains, equals, greater than, etc.)
  3. Enter a value (if applicable): Use the appropriate format for the field type

Field Types and Filter Formats:

Use these operators:

  • * - Has any value (exists)
  • !* - Is empty (doesn't exist)
  • text - Contains "text" (case-insensitive)
  • !text - Doesn't contain "text"
  • =text - Exactly equals "text"
  • !=text - Doesn't equal "text"

Examples:

  • * - Any item with a name
  • risk - Name contains "risk"
  • =Fire Safety - Name is exactly "Fire Safety"

Use these operators:

  • * - Has any value
  • !* - Is empty
  • >100 - Greater than 100
  • >=100 - Greater than or equal to 100
  • <100 - Less than 100
  • <=100 - Less than or equal to 100
  • =100 - Exactly equals 100
  • 100..500 - Between 100 and 500 (inclusive)

Examples:

  • >=0 - Has a cost estimate of 0 or more
  • >1000 - Cost estimate greater than 1000
  • 100..1000 - Cost estimate between 100 and 1000

Use these operators:

  • * - Has any value
  • !* - Is empty
  • >@today - After today
  • <@today - Before today
  • =@today - Equals today
  • >2024-12-31 - After a specific date
  • @today..@today+7d - Within next 7 days

Examples:

  • >@today - Due date in the future
  • <@today - Overdue (past due date)
  • @today..@today+30d - Due within next 30 days
  • * - Has any value
  • !* - Is empty
  • compliant - Specific status (for compliance)
  • nonCompliant - Specific status (for compliance)
  • nonCompliantWithPlan - Specific status (for compliance)
  • {userId} - Specific user ID (for responsible)

Examples:

  • * - Has a responsible person
  • nonCompliantWithPlan - Status is "Non-compliant with plan"

Example: Our "Move to In Progress" Conditions

For our automation, configure one condition group with these conditions:

Field Value Meaning
compliance nonCompliantWithPlan Status is "Non-compliant with plan"
costEstimate >=0 Has a cost estimate
dueDate >@today Due date is in the future
responsible * Has a responsible person

All four conditions must be true for the automation to affect an item.

Step 5: Add Actions

Actions determine what happens when the trigger fires and filters match. This is the "THEN" part of your rule.

Set Status Action

  1. Select "Status" from the dropdown at the right
  2. Choose the status to set (e.g., "In Progress")

For our example:

  • Action type: Set Status
  • Status: In Progress

This will automatically update the item's status to "In Progress" when all conditions are met.

Send Notification Action

If you want to also send notifications:

  1. Click "Add action" again
  2. Select "Send Notification"
  3. Enter the notification subject
  4. Enter the notification content
  5. Select one or more recipient users

Step 6: Save and Enable

  1. Review your automation configuration
  2. Leave the automation Disabled initially
  3. Click "Save" (or "Create" for new automations)

Testing Your Automation

Before enabling your automation, test it to make sure it works correctly:

For Change-Based Automations

  1. Keep the automation disabled
  2. Manually review items that match your conditions
  3. Verify the conditions select the items you intended
  4. When confident, enable the automation
  5. Make a test change to an item
  6. Check if the automation triggered correctly
  7. Review the automation log

For Scheduled Automations

  1. Keep the automation disabled
  2. Note how many items currently match your conditions
  3. When ready to test, enable the automation
  4. Click the "Run now" button to trigger immediately
  5. Wait for the automation to complete
  6. Review the automation log
  7. Verify the expected items were updated

Managing Existing Automations

Editing an Automation

  1. Click on an automation from the list
  2. Modify any field (name, trigger, conditions, actions)
  3. Click "Update" to apply changes

Enabling/Disabling

Toggle the "Enabled" switch to activate or deactivate an automation:

  • Enabled : The automation is active and will run on its trigger
  • Disabled : The automation is inactive and won't run

Use cases for disabling:

  • Temporarily pause an automation during testing
  • Seasonal workflows (e.g., end-of-year processing)
  • Maintenance or troubleshooting

Deleting an Automation

  1. Open the automation you want to delete
  2. Scroll to the bottom
  3. Click "Delete"
  4. Confirm the deletion

Monitoring Automation Activity

The automation logs help you understand what your automations are doing.

Viewing Logs

  1. Open an automation from the list
  2. Click "Logs"
  3. Review recent execution history

Understanding Log Entries

Each log entry shows:

  • Timestamp : When the automation ran
  • Trigger : What caused the automation to run (scheduled, item-updated, manual)
  • Items Affected : How many items were updated
  • Actions Performed : What changes were made
  • Status : Success or error
  • Details : Additional context or error messages

Using Suggested Automations

21RISK provides pre-configured automation templates to help you get started quickly.

Available Suggestions

On the automations page, you'll see cards for suggested automations:

  1. Auto-move to In Progress : Moves items when planning is complete
  2. Auto-move to To Do : Moves items back when planning is incomplete
  3. Auto-move overdue to To Do : Scheduled cleanup of overdue items

Activating a Suggestion

  1. Click "Add" on a suggested automation card
  2. The automation is created with pre-configured settings
  3. Review the configuration
  4. Enable when ready

Advanced Examples

Example 1: Weekly Overdue Cleanup

Goal : Every Monday at 8:00 AM, move overdue items back to "To Do"

Configuration:

  • Name: "Weekly overdue cleanup"
  • Trigger: On a schedule
  • Schedule: Weekly, Monday, 8:00 AM
  • Conditions:
    • dueDate: <@today
    • compliance: nonCompliantWithPlan
  • Actions:
    • Set Status: To Do

Example 2: High-Cost Item Notification

Goal : Notify managers when items with cost estimates over €10,000 are created

Configuration:

  • Name: "High-cost item notification"
  • Trigger: On any change
  • Conditions:
    • costEstimate: >10000
    • compliance: *
  • Actions:
    • Send Notification
      • Subject: "High-cost insurance item alert"
      • Content: "A high-cost insurance item (over €10,000) has been created and requires your review. Please check the insurance board in 21RISK for details."
      • Recipients: [Select manager users]

Example 3: Multi-Condition Workflow

Goal : Move items to "To Do" if any of these is true:

  • Missing cost estimate
  • Missing due date
  • Missing responsible person

Configuration:

  • Name: "Auto-move to To Do (incomplete planning)"
  • Trigger: On any change
  • Scenario 1:
    • compliance: nonCompliantWithPlan
    • costEstimate: !*
  • Scenario 2:
    • compliance: nonCompliantWithPlan
    • dueDate: !*
  • Scenario 3:
    • compliance: nonCompliantWithPlan
    • responsible: !*
  • Actions:
    • Set Status: To Do

Best Practices Checklist

Before enabling an automation, verify:

  • ✅ The automation has a clear, descriptive name
  • ✅ The trigger type matches your use case (change vs. schedule)
  • ✅ Conditions are specific enough to avoid unintended matches
  • ✅ You've tested with a small subset of items
  • ✅ Scheduled automations run at appropriate times
  • ✅ Notification messages are clear and professional
  • ✅ You've reviewed the automation log after initial runs
  • ✅ The automation doesn't conflict with other automations

Troubleshooting Common Issues

Automation Not Running

Check:

  1. Is the automation enabled?
  2. Are you triggering the right event (for change-based)?
  3. Is the schedule configured correctly (for scheduled)?
  4. Do any items match your conditions?

Solution: Review the automation logs for error messages and verify configuration.

Too Many/Few Items Affected

Check:

  1. Review your condition configuration
  2. Test conditions by manually checking item values
  3. Check for alternative scenarios (OR logic) that might be too broad

Solution: Refine conditions to be more specific, or add additional constraints.

Schedule Not Running at Expected Time

Check:

  1. Verify schedule type (daily/weekly/monthly)
  2. Check hour and minute settings
  3. For weekly: verify days of week
  4. For monthly: verify day of month

Solution: Edit the automation and reconfigure the schedule settings.

Notifications Not Sending

Check:

  1. Are recipient users selected?
  2. Do recipients have valid email addresses?
  3. Check automation logs for delivery errors

Solution: Verify recipient configuration and check user email settings.

Next Steps

Now that you know how to create and manage automations:

  1. Start with one simple automation to get familiar
  2. Monitor the logs to ensure it works as expected
  3. Gradually add more automations as needed
  4. Use suggested automations as templates
  5. Share successful automation patterns with your team

For more background on how automations work, see the Automations Introduction .

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