Actions

With this action, you can define the distribution of the form template. The fields in the action will differ based on the type of template you have selected. Let us see how that works -

Add the Action name for internal record purposes

Select the Form

Select the Form template that you want to distribute. If you select Self & Manager Review or Confidential Review fields below will show up for further setup.

This is a non-editable field, and it replicates the segment selection based on the Pre-condition in the Rule. The selected template will be distributed only to the active users of the selected segment when the rule is triggered.

Now it's time to define the reviewers for the team members from the selected segment in the Selectio user section of the rule. There are two options to select reviewers -

• Select Attribute - In the dropdown, you will see an option called 'Manager'. Which means the user identified from the selected attribute (here Manager) for the team member will be considered a reviewer. For eg, if John P is a team member, then the user assigned as his Manager in UpRaise company directory will be the reviewer in this form for John P since the selected attribute is Manager.

• Select a specific user - This option allows you to select a specific user as a reviewer. This user will be considered a reviewer against all the team members.

This user will be considered an HR user against all the team members in the rule.

You can enable an "Auto-complete form" option to automatically mark forms as complete if they have been pending for over 5 days or if the due date has passed (whichever is earlier). This setting is applicable only for the Self and Manager review template for the following workflows -

• Team member assessment followed by a reviewer

• Team member and reviewer in parallel

This will ensure that no forms remain pending after the due date. Additionally, it is beneficial for large distributions, as it eliminates the need for HR users to mark the forms as complete manually.

Please note that if there are any Mandatory fields in the HR remarks section, the setting remains disabled, and users will receive a warning message.

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Define the end date of the form distribution to ensure users respond to the form within the given timelines.

This setting allows automating reminders. Now, you can effortlessly set reminders for your form distributions based on review process duration. Stay organized and never miss a beat! Below are examples of reminder frequency added automatically based on the Review process duration.

• Case 1 - D = 7 days (Short duration)

  • Review process - July 1, 2025 - July 7, 2025 (7-day window)

    • Reminders:

      • Mid-point (D/2): July 4, 2025

      • Second last day (D-1): July 6, 2025

• Case 2 - D = 15 days (Medium duration)

  • Review process - July 1, 2025 - July 15, 2025 (15-day window)

    • Reminders:

    • 1/3rd of D: July 6, 2025 (Day 5)

    • 2/3rd of D: July 11, 2025 (Day 10)

    • Penultimate day (D-1): July 14, 2025

• Case 3 - D = 45 days (Long duration)

  • Review process - July 1, 2025 - August 14, 2025 (45-day window)

    • Reminders:

    • 1/4th of D: July 12, 2025 (Day 11)

    • 2/4th of D: July 23, 2025 (Day 22)

    • 3/4th of D: August 3, 2025 (Day 33)

    • Penultimate day (D-1): August 13, 2025

Once done with all configurations, click on Save. And your automated form distribution is set here!

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• Action name - Add the Action name for internal record purposes

• Select the Form - Select the Form template that you want to distribute. If you select Self & Manager Review or Confidential Review fields below will show up for further setup.

• Identify reviewers - In the Survey forms, there is only one type of user involved, that is Reviewer. That is why the form will be distributed to all the active users who belong to the selected segment. This field is non-editable here since the segment selection is done in Pre-condition of the Rule.

• Form end date - Define the end date of the form distribution to ensure users respond to the form within the given timelines.

• Add reminders - This setting allows automating reminders. Now, you can effortlessly set reminders for your form distributions based on review process duration. Stay organized and never miss a beat! Below are examples of reminder frequency added automatically based on the Review process duration.

• Case 1 - D = 7 days (Short duration)

  • Review process - July 1, 2025 - July 7, 2025 (7-day window)

    • Reminders:

      • Mid-point (D/2): July 4, 2025

      • Second last day (D-1): July 6, 2025

• Case 2 - D = 15 days (Medium duration)

  • Review process - July 1, 2025 - July 15, 2025 (15-day window)

    • Reminders:

    • 1/3rd of D: July 6, 2025 (Day 5)

    • 2/3rd of D: July 11, 2025 (Day 10)

    • Penultimate day (D-1): July 14, 2025

• Case 3 - D = 45 days (Long duration)

  • Review process - July 1, 2025 - August 14, 2025 (45-day window)

    • Reminders:

    • 1/4th of D: July 12, 2025 (Day 11)

    • 2/4th of D: July 23, 2025 (Day 22)

    • 3/4th of D: August 3, 2025 (Day 33)

    • Penultimate day (D-1): August 13, 2025

Once done with all configurations, click on Save. And your automated form distribution is set here!

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With this action, you can set up an automation to send Slack notifications to a specific Slack channel for birthdays or Work anniversaries.

Below are the fields available in the Send to Slack action:

• Action Name - It can be any name that defines the purpose of creating the action

• Select notification type - Currently, there are two options available:

  • Birthday Announcements - Automation considers the user’s Birth date from the user profile attribute in this case.

  • Work Anniversaries - Automation considers the user’s Joining date from the user profile attribute in this case.

• Select the Slack channel - Select the Slack channel where the announcement message should be posted

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Once the automation is set, based on the selected trigger, the rule gets triggered. When sending the Slack notification, the system looks for the birthdates from the selected segment in the pre-condition.

To keep the HR team informed about upcoming birthdays and work anniversaries, set up an automation to plan celebrations in advance.

Create a segment to list users with birthdays and work anniversaries in the upcoming week. Read more about creating recurring event segments here.

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Next, set up the Slack action as explained above for birthday and work anniversary celebrations. Automate it with the trigger called Scheduled at interval on a weekly basis (you can also set up a daily or monthly trigger).

This automation will send a Slack message to the HR channel (any configured channel) weekly, listing users with birthdays in the upcoming week.

You can create a similar automation for work anniversaries. Just create the user segment in the company directory for the Joining date profile attribute and select the notification type as Work anniversaries in the Slack action.

You can send a Slack announcement about today's birthdays or work anniversaries of team members, creating a sense of celebration and recognition within your team. This announcement can also be automated for convenience.

To set up this automation, be sure to create a segment that lists the usernames of those who are celebrating their birthdays today.

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This automation makes it easy for everyone to join in the festivities and acknowledge their colleagues.

Below are some sample Slack messages -

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The Create Jira Work Item action allows you to automatically generate Jira issues (work items) as part of your UpRaise People automation rules. This streamlines recurring HR and operational processes, such as onboarding, audits, and compliance tasks, by ensuring that Jira issues are consistently created and assigned to the right people.

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Below are the fields available in this action -

• Action name: Enter a descriptive name (e.g., Create Monthly Audit Task).

• Select work template: Select a template to pre-fill the summary and description.

• Project: Choose the Jira (Space) project where the issue will be created.

• Work Type: Select the issue type (e.g., Task, Sub-task).

• Assignee: Selection of one of the following options would decide who will be the assignee of the work item created from this automation.

  • Select a specific user - Select a specific user from the dropdown.

  • Trigger user - Separate work items will be created through this action that are assigned to the respective users returned from the segment selected in the precondition.

  • Related user - Choose a user attribute to assign work items created by this action. For example, selecting "Manager" assigns each work item to the manager of the corresponding users returned by segment in the precondition.

• Reporter: Defaults to the rule creator.

• Description: Use the predefined description that populates after selecting the work template, or customize as needed using static content and the variables from the {} icon beside this field.

Save the action once the above fields are completed and test the automation.

Read some use cases here - Create Jira work items | Importance of the Use CasePreview