Events: The Essentials

Manage an event in a bot as described in the following sections:

What is an event?

An event represents a change to an entity (table). Events occur:

  • When new data is added, or existing data is modified (for example, status of a service ticket is changed) or deleted
  • Periodically at a set time (for example, every Monday morning at 9 AM)

External Data Change Events: If you want events to fire based on manual or direct updates to the underlying data sources, external configuration is necessary. Currently only Sheets and Salesforce data sources are supported. For more information, see Sheets and Salesforce.

Events generated due to an app action or as a result of data change due to an API call will fire without any external configuration.

Event calling a process with three tasks

The following example shows a Data Change event triggered by all changes to the Items table.

Data change event for all changes

The following example shows a Schedule event.

Scheduled event daily at noon

When ForEachRowInTable is disabled, you can select any event except Run a data action as a valid step type in the process. You may want to use this option if your process doesn’t rely on data in any table.

When the ForEachRowInTable option is enabled (as shown in the previous figure), the option to specify a filter condition appears. Use this option if you want to run a process for each row of data in the table.

Add an event to a bot

To add an event to a bot:

  1. Click Configure event.
  2. Perform one of the following:
    • To reuse an existing event, select an event under From this App.
      For more information, see Reuse automation components.
    • To create a new event, do one of the following:
      • Click Create a custom event.
      • Select an event from the list of Suggestions.
        AppSheet Automation is an intent-aware platform. The platform understands user intent and recommends configuration options that align with what you are trying to achieve. For example, selecting the following suggestion would configure a process and Send an email task for you:
        When Available record is updated, send an email
  3. Configure the event.
  4. When you are done, save the task by selecting one of the following:

    • Save - Save the app
    • Save & verify data - Save the app and verify the data defined.

The following shows the various options:

Create an event drop-down list showing options and suggestions

Configure an event

Configure an event by selecting the event in the editor or on the Automation > Events tab and using the settings described in the following sections.

Configure a data change event

For a data change event, configure the following settings:

Setting

Description

Event name

Name of the event.

Event Type

Select Data Change.

Data change type

Select the data change types that trigger the event.

Table

Table referenced by the event. Select an existing table in the list.

Click View definition to view the structure of the selected table. See Tables: The Essentials for more information about adding tables.

Condition

Condition to check before triggering the event.

Bypass Security Filters?

Toggle to indicates whether to execute as though there are no security filters on the data sources. This setting allows automated tasks (that run as the app owner ID) to continue working. It is useful for generating reports or performing other tasks that require more information.

Event icon Select an icon for the event.
Descriptive comment Enter a comment that describes the purpose of the event.

Configure a scheduled event

For a scheduled event, configure the following settings:

Setting

Description

Event name

Name of the event.

Event Type

Select Schedule.

Schedule

Set the schedule and time for the event.

Time zone

Set the time zone for the scheduled event.

ForEachRowInTable

Toggle that indicates whether to operate on each row in the specified table.

If disabled, you can select any event except Run a data action as a valid step type in the process. You may want to use this option if your process doesn’t rely on data in any table.

Enable this option if you want to run a process for each row of data in the table. If enabled, the option to select a Table and Filter Condition displays.

Table

Note: This field only displays if ForEachRowInTable is enabled.

Table referenced by the event. Select an existing table in the list.

Click View definition to view the structure of the selected table. See Tables: The Essentials for more information about adding tables.

Filter Condition

Note: This field only displays if ForEachRowInTable is enabled.

Filter condition to use to identify which rows in table are impacted.

Condition

Condition to check before triggering the event.

Bypass Security Filters?

Toggle to indicates whether to execute as though there are no security filters on the data sources.

Event icon Select an icon for the event.
Descriptive comment Enter a comment that describes the purpose of the event.

Copy an existing event

To copy an existing event:

  1. Select Automation > Events.
  2. Select the event you want to copy.
  3. Click Copy in the event heading.

The existing event is copied. The name of the new event defaults to the name of the current event followed by a unique number (starting with 1 and incrementing), such as My Event 1.

View an event

To view all events, select Automation > Events. Events are organized based by table.

If an event is used by one or more bots, it displays a reusability indicator (number adjacent to the event name) to indicate the number of bots using the event. In the example below, the Scheduled: Every day event is a reusable component that is used in  two  bots.

View all events and see the number of shared components

Click the number to view the list of bots that are using the event. For more information, see Reuse automation components.

Edit an event

Note: If an event that is reused, consider the impacts to all bots before editing the event.

To edit an event, select the event in the app editor, edit the configuration, and save your changes.

Delete an event

Note: If a reusable event is used in multiple bots, consider the impacts to all bots before deleting the event.

To remove an event from a bot in the editor, select Remove in the drop-down menu. It is removed from the bot but retained on the Events tab.

Delete an event

To delete an event:

  1. Select Automation > Events.
  2. Select the event you want to delete.
  3. Click Delete in the event heading.

Deleting an event that is used in one or more bots may negatively impact the execution of those bots. If you try to delete an event that is used by one or more bots, AppSheet will prompt you to confirm the operation, as shown:

Warning displayed for reusable component when attempting to delete

Example: Trigger a scheduled event on a specific date

Trigger a scheduled event automatically at predetermined dates obtained from the app's data. This can be done using the Condition setting of the scheduled report.

For example, suppose you have a table called Tasks. Each row in this table is a task that you have to perform, and each task has a Date column that stores the date when you have to perform the task. You can set up a scheduled report that will automatically send you an alarm message to remind you of the task at 7:00 am on the day the task is supposed to be carried out.

To do this, in the app editor, configure the scheduled event as follows:

Setting

Setting

Event name

Any event name

Event Type

Schedule

Schedule

Daily

Time

7:00 am

Time zone

Set according to your time zone

For EachRowInTable

Enable

Table

Tasks

Filter Condition

TODAY()=[Date]

Here's how the schedule works. Every day, at 7:00 am, the schedule will go through each task in the Tasks table and check the date of the task. If the date of the task is the current date, the schedule will be triggered, and an alert message will be sent.

Note: This design will not work if you want to trigger reports at specific times (hours and minutes) obtained from the app's data.

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