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.

The following example shows a Data Change event triggered by additions to the employees table.

The following example shows a Schedule event.

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, 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. For example:

Adding an event to a bot

Add an event to a bot using AppSheet in one of the following ways:

  • Create a new event

    Perform one of the following tasks:

    • Choose 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

    • Create a custom event
      To create a custom event that is used only by the current bot:

      1. Click Choose an event.

      2. Click Create a custom event.

      3. Configure the event.

      4. When you are done, save the task by selecting one of the following:

        • Save - Save the task

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

        • Save & notify users - Save the task and notify users.

  • Use an existing event
    Click Choose an event and select an existing event in the drop-down list.

The following shows the various options:

Configuring events

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

Setting

Description

Default (if applicable)

Event name

Name of the event.

Event Type

Type of event. Select Data Change or Schedule.

Data Change

ForEachRowInTable

Note: For Schedule events only.

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 specify a filter condition displays.

Disabled

Table

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

For Schedule events, only displays if ForEachRowInTable is enabled.

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 process.

For Schedule events, only displays if ForEachRowInTable is disabled.

Filter Condition

Note: For Schedule events only.

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

Only displays if ForEachRowInTable is enabled.

Data change type

Note: For Data change events only.

Select the data change types that trigger the event.

ALL_CHANGES

Schedule

Note: For Schedule events only.

Set the Schedule and Time zone for the event

Bypass Security Filters?

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

Disabled

Copying existing events

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.

Viewing events

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 A new employee record is created event is a reusable component that is used in two bots.

Click the number to view the list of bots that are using the event:

Editing events

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

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

Deleting events

Note: If deleting an event that is used by 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.

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:

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