Automating with Rules
Rules allow you to perform automated actions by configuring them once rather than performing repeated actions. Rules automate your workflow, freeing up agents to avoid repetitive tasks.
Note: Access to rules requires at least "Workflow Manager" level permissions, but Administrator or Billing Administrator permissions are recommended for the most versatility.
You can create rules at Admin > Cases > Rules. Rules run in the order they’re displayed. To change that order, re-organize your rules by changing the order number and save or dragging the rules to a new position .
You can add up to 25 different Rules for each type (e.g. 25 Inbound Interaction Rules, 25 Case Updated Rules, etc). Each Rule can have 10 conditions in total and 5 actions. If you find yourself hitting those limits we recommend looking at how you can consolidate your workflow. For example, if you have a Rule looking for a ticket status, rather than listing each status in separate ANY conditions, you can have 1 condition looking for equal or greater to "Pending" or less than or equal to "Open".
Rules allow "All" conditions, "Any" conditions and a combination of both. Rule actions that have a text box (i.e., not a drop-down, e.g., "Set Customer Name") allow variables and Liquid syntax.
Rules are based on an event or action taking place in the Case. The magic of rules is understanding the different types of rules that you can create. Desk.com offers 10 rule types that you can configure based on the type of interaction taking place:
- Inbound Interaction - These run when an interaction comes into Desk.com. It could be an email from a client, a tweet, a reply, etc.
- Outbound Interaction - These run when something is outgoing from Desk.com, such as replying to a customer.
- Case Created - These run when a new case is created.
- Case Opened - These run when a case status changes from New to Opened.
- Case Reopened - These run when a case status is changed from "Pending" or "Resolved" to ‘Open’.
- Case Updated - These run whenever there is any update to the case.
- Case Pending - These run when a case status is changed to Pending.
- Case Resolved - These run when a case status is changed to Resolved.
- Case Closed - These run when a case status is changed to Closed.
- Time Rule - These run every 15 minutes and are based on time intervals. So, for example, you can have a case status change to Closed 3 days (72 hours) after it’s set to Resolved.
Case TimelineView the case timeline to view when rules have been applied. System actions and rule actions will be listed for each case.
Stop ProcessingThe rule action "Stop Processing" can be used to stop more rules from running on a case. For example, a rule with "Stop Processing" can set email cases to a priority of 3 and not execute any of the additional rules beneath it; if the condition of this rule is met, its actions will execute and other rules beneath it are ignored.
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