Example Recipes

Here are some common automation patterns as a starting point.

Confirm receipt to the applicant

Trigger: Submission status changes to “Submitted”
Action: Send Email → “Application received” template

Sends a confirmation email the moment an applicant submits, so they know their application arrived.

Notify the team of a new submission

Trigger: Submission status changes to “Submitted”
Action: Send Email → “New application received” template (recipient: the team inbox)

Alerts the team every time a new application comes in.

Move shortlisted applications to Part 2

Trigger: Application status changes to “Shortlisted”
Actions:

1. Activate Form Part → Part 2
2. Send Email → template containing {application.link}

Both actions belong in the same automation. Without the email the applicant will not know Part 2 is open.

Request a follow-up submission after approval

Trigger: Application status changes to “Approved”
Actions:

1. Activate Form Part → the form part holding the documents still needed
2. Send Email → template containing {application.link}

Typical for final settlements and receipts that only exist once the project has ended.

Tell the applicant a revision was requested

Trigger: Submission status changes to “Revision Requested”
Action: Send Email → template containing {application.link}

Without this automation a revision request stays invisible to the applicant. See Requesting Changes.

Close applications after a deadline

Trigger: On Date Reached → [the deadline date]
Condition: Application Status is “Under Review”
Actions:

1. Change Application Status → “Closed”
2. Send Email → “Application deadline passed” template

On the deadline date, all applications still in review are automatically closed and applicants are notified.

Acknowledge revised applications

Trigger: Submission status changes to “Revised”
Action: Send Email → “Revision received” template

Lets applicants know their revised application has been received.