Use visitor and Register answers in Automation conditions

Use visitor and Register answers in Automation conditions

Send an Automation email or webhook only for the visitors or Digital Register entries you care about, by using their questionnaire answers as conditions. For example, email your security team only when a contractor says the purpose of their visit is a delivery.

Availability: if this option is greyed out or missing, contact your Vizmo account manager.

Before you start

  • Select the location and have permission to create or update workflows. The Automation menu is not shown to employees or receptionists.
  • Create and save the visitor questions, custom page or Register form first.
  • For Register answers, Digital Registers must be active and your role must be able to view Registers.
  • Use the Visitors module for visitor answers, or Digital Registers for Register form answers. Invites do not have questionnaire answers, and invite attendees cannot trigger Automations.

Add an answer condition

  1. Go to Automation > Workflows. Click Create for a new Automation, or open an existing one.
  2. On the Details tab, choose the Module and the Event. Then find This workflow will run.
  3. Click Add Condition, then Select Field. Use Search fields to find the question.

    Select Field list with Search fields showing visitor questionnaire fields

  4. Choose an operator, then enter or select the value. Text and number questions use Enter Value. Choice and yes/no questions let you pick from their configured choices. For a date question, choose the date and time, then click Ok.

    Condition row with operator and value drop-down

  5. To limit the rule to one visitor type or one Register form, add another condition on Visitor Type or Register Form. Use And between conditions when all of them must match, or Or when either one is enough.
  6. Click Next to set up the email or webhook, then click Save.

How questions are named

  • Visitor questionnaire questions: the visitor type's name, then the question. For example, Contractor's Purpose of visit.
  • Register form questions: the form name, then the question. For example, Delivery Register's Courier name.
  • Visitor custom-page questions: visitor type, page title and question, separated by slashes. For example, Contractor / Safety Briefing / Helmet issued.
  • If two visitor types or forms use the same question, the field appears once under a combined name such as Survey Field / question_name, Custom Page / page_name / question_name or Survey / question_name. Add a Visitor Type or Register Form condition so the rule does not match more records than you intend.

Choose a value that fits the question

  • Text questions offer text comparisons such as Is, Contains, Starts With and Ends With.
  • Number and Rating questions offer number comparisons.
  • Yes/no and single-choice questions let you pick from the configured choices.
  • For Checkboxes, Tag Box and Ranking questions, choose Contains or Does Not Contain, or Length Is to count how many options were selected.
  • Exists and Does Not Exist check whether an answer was given, and need no value. They are the safest check for file, image and Multiple Text questions.
  • Questions inside a Dynamic Panel cannot be used as conditions.

Note: If you pick the value from the list for a choice question, use the list rather than typing the label as free text.

Example

Email security when a contractor visits for a delivery.

  1. Module: Visitors. Type: Email Notification. Event: Created.
  2. Condition 1: Contractor's Purpose of visit Is Delivery.
  3. Click And, then add condition 2: Visitor Type Is Contractor.
  4. Click Next, add the security team under Email Recipients, write the subject and content, then click Save.

Check the result

After you save, create a record that meets your conditions. Then open the Automation's Executions tab to see whether it ran. See Check Automation executions and scheduled email results.

Troubleshooting

  • A question is missing. Check the module, that the visitor type or Register form is saved, and that the question is not inside a Dynamic Panel.
  • A record does not match. Check the actual answer, the And/Or logic and the event. For a choice question, pick the value from the list.
  • Different forms match the same rule. Add a Register Form or Visitor Type condition.
  • Saving fails. Complete each condition's field, operator and value, then check the email or webhook details. If it fails with "Automation workflow feature is disabled", Automation is not available for your company. Contact your Vizmo account manager.

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