Flow actions and tasks

A flow in Sweet Automation is made of different so-called Actions. The actions can be categorized differently depending on what its purpose are. The actions are divided into groups dependending on how and when to use them, some are used to load flow with data (the flow participants), others to perform actions such as change status of an entity, send an email or some other action, and some are used to handle the flow structure - the flow tasks.

Read more about the basics of flows here.

Below follows a few examples of what an action can do

• Update the status of a case in Sweet CRM
• Send an email or SMS about a new document to sign digitally
• Validate personal information about a customer using a third party information provider to secure validity
• Make an API call to another solution
• Clean a set of data from sensitive information for GDPR purposes
• Send marketing emails to a target group based on certail criterias

Nodes

Flow nodes can be accessed by clicking the pen icon to edit the flow, to use a box, simply Drag and drop it onto the work area. Under the category of Nodes you have the box, the box can be used to divide your flow participants into separate groups, for example after a split. The box can either be an end node, where the flow participants stay, or a box as part of a business process where the flow participants run through it.

Box

Flow boxes are used when you have the need to divide your results, it could be that you would like to track how many flow participant that take a specific way, or the box is just part of a larger flow where it pass by the flow box and continue elsewhere.

A flow box can be dragged and dropped on an action if the action allows it, to store flow participants. The number in the lower right corner of the box represents the number of flow participants in the respective flow box.

Load flow

Loading tasks are used to upload or fill a flow with participants/target group, these are usually top nodes. To load flow, simply Drag and drop the selected action onto the work area.

Selection

The selection load action is used when you want to load your flow with data from an existing Sweet Automation selection, or a selection you create from the flow. The selection will be the datasource creating the flow participants. This action is one of the most commonly used actions both as the top node to load the flow with participants, but also as part of a larger flow.

The selection can be found by using the drop down menu, but for it to be visible in the list, the selection must be published.

The Selection action is for loading a flow with participants from a Selection. Participants can only be loaded once as “active” to a flow. I.e. only an active participant at a time. However, if a participant is deleted or disabled in a flow, it can be reloaded again. All participants are always loaded as active.

Select existing or create new

• Selection - Decide which selection template to use to load your flow by using the drop down menu. The only requirement for this selection template is that it has a result column that has the same name and type as the flow “FlowKey” (in flow settings).
• Create - The “CREATE” button can be used to create a new selection template if you do not already have an existing one that can be used.
• Top. With “Top”, you specify how large a subset of your selection template is to be loaded at each run. By default, you enter here x number.
• %. If you tick “%” then your “Top” will count as a percentage instead of a number.
• Rnd. If you tick “Rnd” it means that the subset of your selection template should be random. This is if you specify “Top”, otherwise the entire target group is loaded.
• Active. Active. Here you activate your loading rule.

Add participant information

By default, only one attribute is loaded to the flow, FlowKey. That is, the only information in the flow is just the attribute used as FlowKey. But there is a way to add additional information to the flow if you want to use the latter in the flow. This is done via the button “Add participant information”.

1. Click the button Add participant information to add the first attribute. The first one is always the “FlowKey”. You have already added this one under “Flow Settings”, bu you must define it once more. The attributes are retrieved from the selection template you defined in the loading action.
2. Click the button again to add another attribute. Begin by selecting the result column, then the name (Key) will automatically enter. You can naturally change this if you want.

Note

There is no limit to how many attributes one can load to a flow. But be careful what you load. One should avoid loading sensitive information, in view of GDPR rules etc.

File

The File action can load a flow with information from a file. Allowed file formats are: xlsx, csv, txt. The File loding action is one of the actions that could be used in both Standard flows and ETL flows. The difference between thouse two are that for a standard flow the file can be imported direcly to a flow or a physical table. For ETL-flow the file can only be imported to a physical table.

You can either Upload a file, or Share a local file.

Note

Before you select your file, make sure the file is structured in columns and rows, and none of them are completely empty. The content of the file can’t be edited in Sweet Automation.

File settings for a standard flow

File location You can choose your file in two ways:

• Share or
• Upload

Share

When you choose “Share” you have to enter a UNC-Path. For example “\myshare\import\persons\persons.xlsx”. You can also choose to use user defined credential to access the file. If you dont use a specific credential, it is the service account that must have access to the file.

Upload

You can direcly browse your file from a network path or you local computer. But if you choose “Upload” you bust browse the file again for everytime you whant to load a new file.

Action configuration As soon as you have selected your file, regardless of the method, the content of the file will be analyzed and displayed in a grid as shown below.

• Number of header rows, you need to specify whether or not your file has a header, and if it is more than 1 row.
• Datatype analyze sample size You can also choose how large a subset of the file is to be analyzed. Default is 10,000 lines. (The analysis determines which data types each field should receive. The larger the subset that is analyzed, the safer the choice of data type.)
• Analyze Click the Analyze button to reanalyze your file.
• Key column Once the data has been analyzed and displayed in the grid, select a key. If you select more than one key, a composite key will be created that consists of several fields. This is to make each row unique so that you can import the same file format several times. Thin key or composite key will then be used as a matching key for new and old records.
• Target In Target drop down menu, specify whether to import the file into a feed or physical table. When in ETL mode, the action is locked to “Table”. That is, you can only choose to import to table. If you are in standard mode, you can choose between flow or table. Note that if you select a table you will not be able to see the target group directly in a flow box. However, a selection data source is created against the table. You can later upload the table contents to a flow box.

Note

If you want to import the flow to another flow and the flow saves its data in its own structure, a physical table is created for the flow and a structure for the flow itself.

Lock before save

When you have finished your setup for file import, click the “Lock” button to lock the settings, and Save.

Now the action is ready and you can import your data.

Empty

The Empty action is a starting point in a flow that does not load any data. Instead, it serves as a placeholder that can be used in flows with data from external sources, such as APIs or other flows. Other flows or APIs can send participants to the flow, allowing the data to be processed and used in subsequent actions. The Empty action is useful for integrating data from different sources and creating more complex workflows that involve multiple data inputs.

Rest-API

The REST-API action allows you to make requests to other endpoints, get responses and map these responses to the flow as flow data. From this stage the possibilities are many, it’s a powerfull action but requires basic API knowledge in order to use it. Please contact Sweet if you need help with setting up you API integrations.

Incoming E-mail

Incoming e-mail action is an action that loads the feed with emails from an incoming e-mailbox. Allowed connections are Exchange, 365, EWS, POP3 and IMAP where both IMAP and POP3 allows read from shared inboxes. By using this action a flow can read and handle several incoming emails simultaneously and act upon these.

Example: Below, all incoming emails sent to a certain mail box, creates a new case in the Sweet CRM system and assign the cases to a group of support responsibles.

Scan folder

This action allows you to search for files in a specific folder, and/or read the file content and use it in the flow.

Example: When a new customer agreement has been signed and uploaded to a folder you would like to create a new customer based on the file information, and add the agreement as an attachment. What you would do here is to read “new” files in that folder and using either REST-API for external systems, or Sweet CRM plus Sweet File action to create a new customer and relate the document to it.

Flow tasks

Flow tasks are for distributing or moving participants in the flows. Flow tasks are harmless and cannot create things in other systems.

Split

The split task is for dividing the flow participants into one or more boxes, to add new boxes simply drag the Box and drop it on the Split action in your flow workspace area.

For each leg that exits from the split action, the priority is left to right. That is, the leftmost leg has a rule that runs first of all. All participants in the box above that match this rule are moved down to the left-hand box. The next rule that runs is the one that is next to the far left. This continues all the way to the right leg that is the last one. Only rules / legs that are active are running. If a rule that is in the middle of all legs is inactive but does not follow, then the run just jumps over this leg.

Open up the split action and you will see all the legs as separate rules. In the dialogue, the priority is top-down, where the top one has the highest priority. This corresponds to what you see in the flow, left to right.

Execution Priority. The small button to the left of the box name is for changing the prioritization of the rules. The flow is redrawn when you drag and drop them up or down.

• Name. Name of the box. The name can only change if you click on a box in the flow.

• QueryTemplate. Drop down to look up the selection template that you want to apply to this rule. You can also find your selection template (if you have a finished), drag and drop it on the box, then it is also set here.

• CREATE. Button to create a new selection template directly on this rule.

• Top. With “Top”, you specify how many participants that should be moved to this box. By default, you enter here x number. If you leave it blank, all matching participants is do be moved.

• %. If you tick “%” then your “Top” will count as a percentage instead of a number.

• Rnd. If you tick “Rnd” it means that the subset of your selection template should be random. This is if you specify “Top”, otherwise the entire target group is loaded.

• Time. Set time for when participant should be moved.

  The formula for entering a time is ##d##h## m staring for “days, hours, minutes”.

  When the participants have been in the box above for x days, y hours and z min, the action will be run, and the participants will be moved down. Only participants that have been in the box for that time. Other participants will stay in the box until they have reatch the time.

  When entering a time span here the action will executes it self when the participants nex in line have reatch its time.

  Example for this time span , is: 1 day, 4 hours and 35 minutes

• Active. Active. Here you activate your split rule.

Match

When you have selected a selection template for a rule, the button changes from Create to M for Match. See below. This button is for changing from standard matching to other matching.

Click the M button to Match to redo the matching of participants.

By default, without additional matching, the participants are matched via FlowKey, ie the key to which the flow is set. The split rule then requires that the selected sample template has the same attribute among the result columns.

To make a custom match. Click the “Match on participant information” button. The first line is connection to “FlowKey”. You can combine FlowKey with several other fields among the flow information.

If you want matching on FlowKey, you can add this as below.

As other matching criteria, you first choose from flow information then against the attributes in the selection template.

The fields do not need to have the same name. The match takes place on its contents.

The example below matches on FlowKey (PersonId) and City and E-mail.

The example below matches on City and E-mail. (No machting on Flowkey)

The example below matches only on City. (No machting on Flowkey)

Move tasks

The “move” task is for moving participants from one box to another. The box you want to move to does not necessarily have to be in the same flow but can lie in a completely different flow. The only thing that is required for this is that the flow is built on the same FlowKey.

Flow. Drop down to choose flow. By default, the current flow is selected.

Box. Drop down to select box where the participants are to be moved. Only boxes in your selected flow will be listed.

Execute operations to destination container. If this is clicked, the action under your destination box will start.

Copy

The “copy” action is for copying participants from one flow to another. The box you want to copy to can not bee in the same flow but must be in a completely different flow. It is required for this is that the flow is built on the same FlowKey, this action cannot be used to copy within the same flow because a participant may only be present at one and the same flow.

Flow. Drop down to choose flow. By default, the current flow is selected.

Box. Drop down to select box where the participants are to be copied. Only boxes in your selected flow will be listed.

Execute operations to destination container. If this is clicked, the action under your destination box will start.

Trigger

The “Trigger” action is for starting one or more other actions in the same or other feeds. The participants in the box above will only be moved down to the box below.

Through the “Add” button you can add as many trigger lines as you wish. For each trigger row, select the flow and then the box to be triggered in your chosen flow.

Waitfor

The “wait for” action is to make a temporary stop in the execution chain in your flow. In the action, you point out the actions that it should wait for before it can proceed. This only works if this action started with the same execution ID. If there are several schedules in the flow, it only works for executions with the same Id.

Using the “Add” button, add rows for the actions you want to wait for to run clear. In the drop down, select the action it should wait for.

Loop

Execute

Actions

Actions are the components in a workflow that perform an action on a specific target group, the flow participants, using the information that is available in the workflow. These actions can be powerful tools, but they can also be risky if not handled carefully. It’s important to thoroughly test actions before executing them in a live workflow to avoid any unintended consequences. It’s recommended to handle actions with care and caution to ensure the desired outcome is achieved.

Delete

This action is used to delete participants in the flow, it is usually an end node in a flow combined with some sort of scheduling or conditions before the flow participants are deleted.

Action configuration

• Hard delete

  • Hard delete: the data is actually deleted everywhere
  • Soft delete: we keep the data in the database and only mark it as deleted. Which means we can recover the data in the future if needed.

• Delete mode

  • Box = this will delete participants in the box above.
  • Flow = this will delete participants in all boxes in the entire flow. Not only in the box above.

Deactivate

The Deactivate action is used to deactivate flow participants, allowing the same flow key to enter the flow again without having to delete the participant. This means the flow will allow duplicates of the flowing entity.

SQL

SQL action is used to run custom SQL scripts in the flow. You need to select what datasource to use, and then you can write an SQL script. It’s possible to add several SQL scrips in the same action, just press the + Add button to add more.

Tag

The Tag action is used to include data in the flow based on static values, a match selection etc.

In above example the tag is part of the incoming e-mail flow handling the incoming cases to Sweet One case management. The tag action adds information about the case number to the flow participant, which is an incoming e-mail, and it is matched on case ID.

Export

Export action is used to export participants data to/ by

• Shared directory/folder
• FTP site
• Stage to database
• Insert/ update database
• Send as e-mail (requires a connected SMTP host)

The action configuration vary dependending on how you want to export the data. Activate the way you want to export data in, and configure the action accodingly.

Cmd

Cmd (command) action calls the Window command promp and allow you to run executable/ batch commands.

Download

Download action to download a file from an URL to a directory.

GDPR

GDPR is an action used to clear sensitive information, or where information storage is overdue.

The GDPR action allows you to clean flows that contain sensitive information. Sweet recommend you to always turn on the flow setting “contains sensitive data” when it is used. You have to keep track of the sensitive data for the purpose of GDPR rules and regulations, but the action can help you to mass update or delete it when identified.

For example, when you build a flow, you know what information will be saved in to the flow, then you can tag the flow for having sensitive data. What one might have in mind is that a box can display sensitive information, but that does not mean that the information is stored in the flow, but is retrieved from the primary data source in when opening a box. A recommendation is that as far as possible, you should not load feeds or tag participants with sensitive information. But in cases where one has to have this type of sensitive information, this GDPR is available to clear sensitive information after x number of days/months/years.

DateField All standard feeds where you load a target group have a timestamp for when a participant came in to the flow and when it came to specific box. Here you choose which time stamp you want to go against:

• InDateByFlowId = Datetime when participant was entering the flow. Recommended
• InDateByFlowTreeId = Datetime when participant was entering a specific box in a flow.

Condition

• Equal to
• Greater than
• Greater or equal than
• Less than
• Less or equal than

Date

• Select a specific, static date using the calendar

• Use a dynamic date by clicking the 3-dot menu button and select either

  • Execution date = on execution
  • Execution date +/- X days
  • Execution date +/- X months
  • Execution date +/- X years

GDPR Flow settings

For each flow that is loaded with participants, there is an option to tag that the flow contains sensitive data.

Example 1: GDPR

In the example below, I have built up a rule that says that the action should clear all participants that have been in the flow longer than 6 months. To do so,

1. Place the GDPR action where you want the clearing to be, use drag and drop
2. Click the GDPR action to configure it
3. Set Date Field to InDateByFlowId
4. In the Date field, click the 3-dot menu button and select Execution time +/- X months and set it to -6 to look backwards from todays date and 6 months. (InDateByFlowId <= (Todays date - 6 month))

Example 2: GDPR

In the example below, the rule is that the action should clear all participants that have been in the flow earlier than 2023-03-01 00:00:00.

Set proccesses date

The action is like a filter of results based on date, so that the same flow participants don’t appear twice in the flow. Nowadays it can rather be replaced by using “date” as a parameter in the flow key.

Example - Load only new rows from selection In selection when you have a structure for process start/end date, “Set proccesses date” can be used as start date in the upcoming flow executions by looking at only new rows and load only these into the flow.

Export to file

The “Export to file” action allows you to save binary data from your flow into a file that you can store in a specific location. To use this action, you will need to have binary data already present in your flow. Once you have binary data, you can use “Export to file” to save it to a file.

Example - Store a file from incoming e-mail For example, suppose you receive an email containing a file attachment that you want to archive in a specific folder. You can use an “Incoming e-mail action” to retrieve the email and its attachment. Then, you can use “Export to file” to save the attachment to a file in the desired folder. This will allow you to easily access and manage the file in the future.

PDF generator

The PDF Action enables users to automatically generate PDF:s with dynamic content in flows. The generate PDF:s can for example be used to send statements to customer, archive information and create PDF:s that needs to be signed by different parties using an E-signing solution.

Powershell

Powershell is a command-line shell and scripting language for Windows that allows you to automate tasks and perform system administration.

Examples of usage With Powershell, you can write scripts to copy files, call webpages, and change passwords for users. Powershell has built-in cmdlets and allows you to create your own, making it a powerful tool for automation and workflow optimization.

Kivra send content action

Sweet Automation now enables users to configure automatic flows that can distribute digital e-letters to Kivra. Along with the action to generate PDF:s you can for example create flows that can send all types of information to the Kivra for your customers.

E-sign

You can now automate the way you send documents for signing, it’s possible to send a PDF for signing with Scrive or Signicat trough Sweet Automation. On top of sending the PDF for signing in an automated way, this new action also allows you to create automated rules about what should happen next based on the signing status. This allows you to define and design the whole signing process in Sweet Automation.

Read more about Scrive, and see example here

Read more about Signicat here

Generate Json

JSON is a file format similar to XML, but simpler and more lightweight. It is commonly used to send and receive data through REST APIs and other integrations. With the “Generate JSON” action, you can create a JSON file based on data from your flow. This file can be used to transfer information between systems, making it a valuable tool for automation and data processing.

Parse data

Parse data is an action that allows you to extract and organize data from various formats, such as JSON strings or text files. With this action, you can map the parsed data into separate columns or fields in your flow, making it easier to work with and process. For example, you can parse a JSON string and extract specific data fields, which can then be used in other actions in your flow. This action is useful for automating data processing tasks and making sense of complex data formats.

Map

The “Map” action allows you to create a new column in your flow by mapping data based on specific rules. Instead of replacing the original data, a new column is created to store the mapped data. This action is most useful when you have a limited and defined set of options that you want to map data to. For example, you can map a list of product names to corresponding product IDs, which can then be used for further processing in your flow. Overall, the “Map” action is a helpful tool for organizing data in your flow.

Calc distance

Distance calculator between 2 geographical points using latitude and longitude, either static or dynamic values.

Clenup phonenumber

Regex action

Possible to extract value from string using regex.

String length

Communication actions

Communication is a group of E-marketing action that are specially adapted for social media, email, sms feeds etc. Also these can be dangerous to use because you can for example send large amounts of e-mails to participants. First test it properly before putting it into production.

E-mail

E-mail is an action to send e-mails via external partners or regular SMTP.

Configure the e-mail action

1. Drag and drop the e-mail action to the part of your flow where you want to send the em-ail
2. Choose the connection you want to use to send the e-mail, an outgoing e-mail service, the connections are managed in Admin / connections
3. Choose what selection that contains the data you need, this selection must have the e-mail address field in a separate column
4. In Column containing E-mail select the field from your selection that is e-mail address
5. In the Message section you see the available data fields that you can use to populate your e-mail, select the field that contains e-mail address and set it within the brackets if you want it to be a dynamic value for each flow participant, or use a static value to send it to the same e-mail address every time.
6. Write a subject and the e-mail, the content box supports basic html.
7. When done configuring, activate your action in the top bar of action settings
8. To run the action as part of the flow, the flow must also be set to active

Tip

Both the subject and e-mail you can use the data fields shown in brackets to populate dynamic information to the email such as “First name” or something else. Available data fields are visible in the Message section.

SMS

SMS is an action to send sms via external partners.

Upload

“Upload” is a communication action that allows you to send a batch of recipients to a third-party email marketing provider. With this action, you can create, delete, or replace contacts and email recipients in the provider’s database. This action is useful for automating email marketing campaigns and managing email lists. For example, you can use this action to upload a list of new subscribers or to remove outdated contacts from your email list. Overall, the “Upload” action streamlines the process of managing email marketing campaigns and helps to ensure that your email list is up-to-date and relevant.

Split responses

Split responses is an action for distributing participants based on response from mailing. Ex. Open, Bounced, Clicked etc. It is also possible to split on a specific URL click.

Sweet actions

The Sweet Actions are connected to Sweet CRM, the actions can be used to add, edit or delete data directly in the CRM for mulitple entities at the same time upon the frequency you need.

Sweet CRM

Sweet CRM action is used to insert/update or delete flow participant data to/ from Sweet’s general entities.

Example 1 - Close all cases older than 1 year with staus “Communication”.

1. Create a new Selection, “Old cases”, where

   1. Datasource is Sweet Case
   2. Condition 1: Registered date is older than 1 year
   3. Condition 2: Status = Communication
   4. Result: CaseId, CaseNo, Subject, Status, Registered

2. Run the selection to see the result, by clicking the Play button

3. Create a new flow, called “Close all old Communication cases”, read more about how to create a new flow here.
4. Click the *pen icon* to edit the flow, and Drag and drop the Selection action to the flow workspace.
5. Click the *Selection load action* icon to edit the action, and choose the selection “Old cases”. Read more about the Selection action here.
6. **Click + Add participant information ** and map the fields available by selecting them one by one under the drop down menu in Result column, and click the field for Key to map it.

7. To schedule the action, click the icon next to the Selection action, and start editing the settings, in this example the flow should run once a week, every Sunday at 07:00. Read more about scheduling here.

8. To run the flow manually, and load it with flow participants, click the Play button. When done, you should have the same amount of flow participant as results in the Selection, in this example 60 flow participants. The icon to the left of the Selection action should be green to indicate success running the flow. Read more here if you run into errors.
9. Now it’s time to add the Sweet CRM action, to close all the old cases. Click the pen icon to edit, and drag and drop the Sweet CRM action under the Selection load action.

10. Select the connection pointing to the Sweet CRM, here called Sweet, and choose the entity type called Case. The selection is already defined from before.
11. Match your flow participants data by clicking the small M icon next to the Selection.
    1. In this example set Datasource to “One request per participant”
    2. Set FlowData = Flow key and change Dynamic value to = Flow key
    3. Close to save

12. In the green bar, for Entity, we choose to match on ID.
13. There are a lot of standard fields for Case, these are visible in the list, custom fields must be added by Sweet. In this example we set: a) Id = Flowkey, and change from static to pick up from flow instead b) CaseNumber = CaseNo, and change from static to pick up from flow instead c) Name = Subject, and change from static to pick up from flow instead d) StausId = Closed, this is the change that will update the case status from Communication to Closed

5. It’s possible to select what Sweet CRM user who should be registered as the one who made the update, in this example we use Standard user for the update.
6. Create note on the case is a quick way to update the case with information about the change, here we write an external note with information about it being closed automatically, is is set to static.

13. Activate your Sweet CRM action bu setting it to Active.
14. SAVE, this action requires you to save it, so click the SAVE button in the upper right corner when done.
15. Execute your flow when you are done, or leave it for it’s scheduled execution.

Example 2 change responsible user on all deals, customers, cases and projects for a user that recently quit.

Example 3 add a “follower” relation to a case, if a incoming e-mail is sent to Sweets case management, from an e-mail address that is unknown for Sweet.

Sweet Market

Sweet Market action is similar to the “Sweet CRM” action, but it is focused specifically on marketing entities. With the Sweet Market action, you can create and update participants in the Sweet One marketing module. For example, you can use this action to add a batch of contacts or persons to a telemarketing list, or to update existing participant data.

Sweet documents

The Sweet documents action allow you to upload/ add a document to an entity in Sweet One CRM. It could either be used to upload a singel document to several entities, or a unique/ dynamic document to one or more entities.

Sweet Forms

“Sweet Forms” is an action in the Sweet platform that allows you to load answers from a published form into your flow. With this action, you can extract the answers from the form and create columns in your flow to use or store the data. Note that list questions are excluded from this action, as well as attachments. The Sweet Forms action is typically used as a starting point for loading data into your flow, enabling you to use the data in other actions and/or selections. To use this action, you need to

1. publish the form
2. set a a key on the form
3. set a key on each question you want data from
4. ensure that an answer set is completed,

as all these are mandatory requirements. Overall, the Sweet Forms action is a useful tool for automating the process of collecting and processing form data.

When all above is done, in the “success box” of the action, you can open it to find the result, see image below.

Create Forms

The Create Forms action is a handy action that can create new form answersets from a flow, where values are pre-filled/ populated with the flow values. Before your start you must have a Sweet Forms connection in your meta data, and the form must be published and have keys set for each question relevant for the action.

Sweet Notification

Sweet Notification allows you to create a new notification in the Sweet One CRM. It could be used to create custom notifications for updates that is not in the standard solution.

This is what it looks like in the Sweet One CRM.

Sweet Note

Sweet Note gives the possibility to create a note on a Sweet entity. This is helpful when you would like to mass update a big amount of items as a batch.

Example: Create a new note in the Sweet CRM on the entity Deal, about the deal.

• The flow is loaded from a Selection, containing all deals that are older than 2 years (registered date)
• The entity Deal = Business Project
• The note will be created “from” the Standard user, any user, can be selected
• This note is a static message

The result in the CRM after executing the Sweet Note action.

Sweet Tag

The Sweet Tag action allows you to add tags to entities in Sweet CRM based on a selection in a few simple clicks. This is an easy way to tag mulitple units with one or more tags, either as part of a bigger flow, or as an singel action.

Additional Communication

This action allows you to update or add additional contact information into Sweet CRM system, such as visit address, secondary email address or phone number etc.

AD Sync

“AD sync” is an integration action in the Sweet platform that allows you to synchronize user data between Active Directory (AD) and Sweet One. With this action, you can define the path and domain of the AD and automatically create users in Sweet One based on the data in AD. This integration action can also be used to remove or inactivate users in Sweet One based on changes in AD. The AD sync action streamlines the process of managing user accounts in the Sweet platform, making it easier to keep user data up-to-date and accurate.

This AD Sync action can only be used in ETL flows.

Scrive

You can now automate the way you send documents for signing, it’s possible to send a PDF for signing with Scrive trough Sweet Automation. By using existing information about the signatory, the signing details can be prefilled and the process gets really smooth. On top of sending the PDF for signing in an automated way, this new action also allows you to create automated rules about what should happen next based on the signing status. This allows you to define and design the whole signing process in Sweet Automation.

Please contact Sweet if you would like to use this integration.

Example: E-sign with Scrive

In above example, we send a document to sign to all of the private persons in our Sweet CRM, it is an agreement of new terms an conditions. The PDF is the same for all, but we prefill the signatory information in Scrive with the data we have about each customer. In this example the:

• The flow loads all private persons from a selection, the private persons comes from Sweet One
• The document to sign is a static (predefined) PDF that has been selected from a file
• The document should be signed by 1 signing party
• The details about the signing party (first name, last name, personal number, e-mail address and mobile number) is picked up from the selection dynamically.
• An invitation to sign the document is sent by e-mail
• The signatory must use Swedish BankID to sign, but can view and view the archived document without using BankID
• A confirmation e-mail is sent after signing, to the dynamic e-mail address provided in the flow
• The signatory have 3 days to sign before the document is unavailable, after 1 day a reminder is sent out
• The action run upon manual execution

Signicat

You can now automate the way you send documents for signing, it’s possible to send a PDF for signing with Signicat trough Sweet Automation. By using existing information about the signatory, the signing details can be prefilled and the process gets really smooth. On top of sending the PDF for signing in an automated way, this new action also allows you to create automated rules about what should happen next based on the signing status. This allows you to define and design the whole signing process in Sweet Automation.

Please contact Sweet if you would like to use this integration.

Roaring

Sweet Automation comes with a bunch of connectors to the information provider Roaring. Information can be used, but not limited to, in the automation flow to collect and validate person/company information, signatory rights, legal guardians, risk, credit decisions, beneficial owners, board members and sanctioned persons. Everything you need to do onboarding of your customers smooth and compliant!

For the best customer onboarding experience combine the Roaring actions with Sweet Forms for a digital, and automated process.

Please contact Sweet if you would like to use this integration.

Signing combinations

The signing combinations actions help you validate if a person, or a group of people, are authorized to sign documents and agreements on behalf of a company. It gives all available signing combinations registered for the company, so that you easily can make sure that the right person, or people sign your forms. It can even generate the allowed combinations as a result.

PEP

The Roaring PEP action validates if a person is a Politically Exposed Person, which could be important when onboarding new customers, in processes like KYC (know your customer). The social security number is the control value for the lookup and the search generate a result whether a person is PEP or not.

Sanctioned

The Roaring Sanctioned action is a global lookup function where people or companies who are sanctioned can be found. This can be used as part of the “new customer process” as a control step.

Person

The Roaring Person action retrieves registered information such as gender, full name, and address based on the provided social security number. The action can be used to either control given information, or populate fields with data, preferably together with Sweet Forms.

Legal guardian

Roaring Legal’s guardian action helps validate legal guardianship of a child and ensures that the person in question has the authority to make decisions on behalf of the child. This feature provides reassurance and certainty when it comes to making important decisions for a child.

Company info

When you need to get, or validate company information you can use the Roaring Company info action to retrieve the data.

Beneficial owner

The action collects data about who the beneficial owner or owners of a company are, it can be used to either fetch the data, or validate given information. This action is very helpful when it comes to customer onboarding or know your customer procedures.

Microsoft

Please contact Sweet if you would like to use this integration.

Azure storage

Azure storage is an action to download information stored in an “Azure storage”.

Dynmics 365

The Microsoft Dynamics 365 action enables Sweet Automation users to create and update any entity in Dynamics 365.

DevOps

More information coming soon.

Load DevOps

More information coming soon.

Webpower

Webpower is a comprehensive marketing automation platform that provides a wide range of tools and features for managing and executing marketing campaigns. The ‘Webpower’ action is a powerful marketing management tool in the Sweet platform that seamlessly connects your CRM contacts or any source in Sweet Automation to the Webpower marketing module. With this action, businesses can integrate their marketing campaigns with their CRM system or other sources of data, allowing them to automate marketing processes and optimize their campaigns. The Webpower action is an essential tool for any business looking to streamline their marketing efforts and achieve better results with their campaigns.

Bizwizard

Please contact Sweet if you would like to use this integration for your e-marketing processes.

IBM

Please contact Sweet if you would like to use this integration.