🆕 Action · Rollup collected · Workflow Automation

[Leo]

Happy to announce that a new action Rollup collected has been added to our built-in automations.

Tape is built to grow with your business. Building first automation is super simple with Tape. Advanced actions like “Rollup collected” help you manage even complex business processes and are designed for Tape experts. Want to get more out of Tape? Tape partners are certified consultants and are ready to help. Whether you’d like help deciding what to automate or need a hand building, you’ll find the right fit. Just get in touch with us and we connect you with one of our partners.

If you are a developer check out these resources →

Overview

In order to run the “Rollup collected” action, one or more previously collected records are required. A collector action (e.g. search for records) collects records based on conditions you specify and places the records, imagine in a virtual basket, for later use. A separate virtual basket is created automatically in the background for every app, which can be used for later actions like “Rollup collected” within the respective automation.

The “Rollup collected” action allows you to perform calculations or aggregate data on previously collected records. There are different calculations you can apply as a rollup. For example:

• For a number field: sum, average, count all, count empty or not empty, percent empty or not empty, median, min, max
• For a single text field: count all, count empty or not empty, percent empty or not empty
  
  

Create automation using the action “Rollup collected”

• First automation block - Trigger - the “When this happens” automation statement
  

  
  • Choose a trigger, for example When a record is updated
  • Set the trigger by selecting the app where the automation should be triggered

• Second automation block - Filter - the “And if conditions are met” automation statement
  

  
  • Set your filter to start actions only if certain conditions are met:
    • A field to be evaluated, at the first dropdown menu
    • An operator at the second dropdown menu, i.e., Contains, Does not contain, Is not, etc.
    • A field value - enter the field value for the selected field from the first dropdown. Note that the operators e.g. “is empty” and “is not empty” do not require you to input a field value

• Third automation block - Action - the “Then do that” automation statement
  

  
  • First, collect records using a collector action e.g. Search for records
    • Click on + Add action and choose between various actions
    • Set up your action based on the action you’ve selected, like Search for records
    • Select the app you want to search through
    • Click + Add filter - every filter condition has its own row. Add as many as you like
    • Set your filter to search for records only if certain conditions are met:
      • A field to be evaluated, at the first dropdown menu
      • An operator at the second dropdown menu, i.e., Contains, Does not contain, Is not, etc.
      • A field value - enter the field value for the selected field from the first dropdown. Note that the operators e.g. “is empty” and “is not empty” do not require you to input a field value
  • Choose and setup an action for all collected records
    • Click on + Add action and choose between various actions, for example Rollup collected
    • Choose a field of the collected records to rollup
    • Add a rollup function like count all to aggregate the field values from the collected records
  • Choose and setup an action to output the result of a “Rollup collected” action
    • Click on + Add action and choose between various actions, for example Update record or Create PDF
    • Use the @-menu to add the variable for the “Rollup collected” action

• Click on Create automation at the top right
  
  

Edit and manage actions

The automation editor allows you to edit or manage actions and holds all the important details about your specific automation. To open the editor - click the card with the title of your automation at the gallery of the automation center. From this point, you can choose between various options. Learn more about →

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New to workflow automation by Tape? Here’s a summary of what you need to know about automation.

To enable any type of automation, you’ll need to set up a trigger and one or more actions. Some automations also use filters.

• A trigger is an event that starts an automation. The “When this happens” statement. For example, “When a status changes” Learn more about → 1
• Filters are optional and start actions only if certain conditions are met. The “And if conditions are met” statement. For example, "only if the status changes to done" Learn more about →
• An action is an event the automation performs automatically after it is triggered. The “Then do that” statement. For example, “then send an email to a customer” Learn more about →
  
  

Check out how to create an automation →