Overview

 

Apps list to connect Birdview:

• Asana
• Box
• FreshOffice
• Calendly
• ClickUp
• Confluence
• Constant Contact
• Dropbox
• Email
• Freshworks
• GetResponse
• Gmail
• Gmail - Receiving Emails
• Google Calendar
• Google Contacts
• Google Drive
• Google Forms
• Google Tasks
• Harvest
• HubSpot
• Jira Software Cloud
• Microsoft Office 365
• Monday
• PandaDoc
• Quickbooks Online
• Salesforce
• Slack
• Stripe
• Time Doctor
• Toggle
• Trello
• Typeform
• WhatsApp
• Zendesk
• Zoho CRM (New)
• Zoom
• Xero integrations
• Sage accounting

Please note that each app mentioned above offers its own unique scenarios for setting up and managing automations between them and Birdview.

You can set up and manage multiple automations simultaneously between Birdview and different apps as you wish.

 

Birdview Automation Builder activation 

• The trial period lasts for 10 calendar days, allowing you to explore Birdview Automation Builder free of charge without providing any financial information.

• Subscription: Once the trial period ends, you can easily subscribe by clicking the "Buy subscription" button. Simply enter your debit card details to purchase the monthly subscription. This process automatically activates the feature along with any previous automations you've set up during the trial period.

• Payment options: If you prefer to use a payment method other than a debit card, feel free to reach out to billing@birdviewpsa.com for assistance.

Permissions

Only users with "Manage system settings" global permissions are able to access the Automations page and set up integrations.

 

Automation Builder basic terms

1	Automation	A connection/ integration (5) scenario that involves Birdview and other apps and follows a specific logic. Each automation consists of a trigger (8), which is an event that initiates the automation, and one or more actions (9) that are executed in response to the trigger event.
2	Automation status	The current status of an automation (1) (started, paused, deleted, blocked etc.)
3	Automation groups	A possibility to organize automations (1) according to individual needs and preferences.
4	Application; App	A system that can connect/integrate (5) with Birdview.
5	Connection	An integration of Birdview with other apps to set up automations (1) that move information between the apps (4).
6	Steps	Each automation (1) has X parts in its scenario. These parts include a trigger (8), one or more actions (9).
7	Filter	A possibility to set up conditions at the start of an automation (1) to prevent unwanted data sent from one app (4) to the another.
8	A trigger	A starting event that occurs in a sending app (4) and initiates an automation (1). It always leads to a response/action (9) from the other app.
9	An action	Part of creating an automation (1) process between Birdview and other apps; a response to triggers (8) that occur immediately. Actions typically involve modifying data, such as creating, updating, or deleting records, based on predefined conditions.
10	Template	An automation template consists of predefined apps (4) and automations (1). You can easily utilize these templates with just a few clicks, eliminating the need to create automations (1) from scratch.

 

Automations tab

1. “All groups” filter is utilized to display automations categorized into one specific group, which you can manually select for each automation.

To create a group name, simply click on the "+ Create" button within this filter.

Alternatively, you can perform the same action during the new automation creation process.

You can also edit ✏️ and delete 🗑️ the group name as needed.

 

2. “All automations” filter is utilized to display automations falling into one specific status for their effective management and making informed decisions.

3. Search is utilized to search for a specific automation.

4. Create New automation-->click “New automation” button and follow the steps:

For instance, we want to automate the process of sending a message to a public Slack channel “design-birdview” notifying team members whenever a project is created within the “Design” portfolio in Birdview.

#	Step	Action required	Example
1	Name	Provide the name for your automation	Birdview and Slack
2	Group	Create a group if necessary and assign an appropriate category to the automation. If unsure, you may leave this field as “Without a group” for now and revisit it later. Proper categorization enhances clarity and ease of access.	Design Department
3	Add trigger	Select an app-sender from which the information will be sent: * Click + icon next to trigger; * Choose an app to send your data.	Birdview
4		Choose an event to trigger your automation	New project
5		Connect your app account: * Either select the previously established connection; * Or create a new connection by clicking  + add a connection and granting access. Finally confirm by clicking the “Add a trigger” button. You can choose only 1 connection	Birdview Account
6		Set schedule * Click the ”Set schedule” button  next to the established trigger. *Specify how often, on which dates, and at what time your automation should run to send data from the app-sender to the app-receiver.   Click the “Tutorial” button  for guidance on optimizing your schedule.	“Choose how often your automation runs” -->Regularly; “Choose trigger update time” -->5 minutes
7		Set incoming data filter and conditions If needed, click the ”Incoming data filter” button  to specify conditions for the data from the app-sender. Use the “+ Add a condition” button to create and define the conditions as required. Finally click “Save” to apply the filter(s).	"If Portfolio ID equals 2”.  It means the app-sender will only track projects under the “Design” portfolio. To check Porfolio ID: Navigate to Company Settings--> Portfolios. If the “Design” portfolio is open, the last number in the web address is “2”.
8	Add action	Add an action: do this in the selected app Select an app-receiver from which the information will be sent: * Click + icon next to action; * Choose an app to receive your data.	Slack
9		Choose an action you want to perform	Send a message to a private Slack channel
10		Connect your account * Either select the previously established connection; * Or create a new connection by clicking  + add a connection and granting access. Finally confirm by clicking the “Add an action” button.	Slack Account
11		Field settings If necessary, click the “Field setting” button , specify field mapping between the app-sender and app-receiver. Field mapping determines which information from the app-sender is sent to specific fields in the app-receiver. Required fields are highlighted in red (*).	Required fields: 1. “Channels in Slack” -->“test-design-birdview" 2. “Text message” -->”Hello, please be notified that a new project in Birdview is created.”

 

 

 

 

 

 

 

Actions for a created automation:

Start initiates the automation configured between the apps to begin its operations

Pause temporarily suspends the automation, allowing for adjustments or further consideration if needed.

Test validates that the automation functions correctly.

1. Click the “Automation settings” button (1) to edit anything within the established automation.

2. Click the “Automation log” button (2) to view detailed information about the data sent from the app- sender to the app-receiver including date and time details, as well as a description of the results.
   Alternatively, you can view it within the “History” tab.

3. Click the 3 dots button (3) to Copy/Rename/Delete the automation.

 

Apps tab

Here you can view, add, edit, and remove connections for each application you've granted access to.

Each app can have multiple connections as needed.

To add a new connection, follow these steps:

1. Click the "Add Connection" button.
2. Select an app using “All categories” filter or search area.
3. Name your connection according to your preferences.
4. Click the "Grant access" button.
5. Provide your credentials if necessary.
6. Confirm your choice and wait for the confirmation message indicating that the connection has been successfully established.

You can establish connections either directly using the “Apps” tab or through the Create New automation process itself.

 

 

History tab

Here you can view and filter the details of automation scenarios that have already occurred among the applications you've activated within the "Automations" tab.

Filters available:

• All events filter with and without errors
• Date
• Time
• Search

Automation scenario results include specific details for each automation:

• Date/Time
• Apps involved
• Sent data results from the app-sender
• Received data by the app-receiver

Automation scenario results with errors

Lines highlighted in red with an exclamation mark (!) indicate that there are issues within the automation scenario that need to be addressed by the user.

You can click the exclamation mark (!) to view the issue(s) and take corrective action.

 

For example, an issue might be displayed indicating that the "Channel is not found”.

 

 

Since the issue originates from the "Slack" app side, follow these steps:

1. Navigate to the "Automations" tab.
2. Select the “Automation settings”.
3. Find the “Fields settings” next to the action associated with the "Slack" side.
4. Specify the existing Slack channel from the list provided by our connection.
5. Click the "Save" button to apply the changes.

Proceed to "Start" the automation to activate it and verify the results.

 

 

 

 

Automation scenario results without errors

If there are no red lines highlighted (!), it indicates that the automation worked correctly based on the scenario set up within the "Automations" tab.

To review the data sent and received from the app-sender and app-receiver, click "Sent Data" next to the corresponding app.

 

 

For instance, when you click "Sent data" next to the "Slack" app, it reveals that a specific text message has been posted in the respective “Slack” channel.

In “Slack”, based on the established automation process, the correct message is displayed within the appropriate "Slack" channel.