How to define new automation rules?

Automation rules allow you to automate processes by setting rule triggers, conditions, and actions. You can even tailor customized email notifications, mentioning specific Panaya fields (incl. custom fields) and including direct links to Panaya activities. For example, you can define a rule to send a notification email whenever new defects are created with high priority or if an owner has not been assigned.

Here are a few examples of what can be achieved with automation rules.

  • Send a notification email whenever new defects are created with high priority. 

  • Set a due date of today + X days for all defects created with high priority

  • Assign all defects to Phillip if the defect is created without an assignee and notify Glen of the action

Good to Know!

  • Panaya triggers rules following human interaction within Panaya.
    An event resulting from a rule action cannot trigger another rule i.e. one trigger rule cannot trigger another rule
  • Rules and actions order is important. Panaya executes rules and actions by the order of appearance.
    Panaya validates and confirms all rules by their order, then executes them once together. 
  • Upon an event (e.g. Defect Priority was updated), Panaya identifies all matching rule triggers and executes them once, by order. 

Note
To define automation rules, you need to be granted the Manage Custom Fields permission

To configure new rules - 

  1. Click on the Settings button  to open up the Settings panel
  2. Select to View & Manage the Automation Rules Center.

    Rules are defined per System; if you manage multiple Systems, verify that the relevant System is selected from the drop-down list. 
  3. Click on Create or Create Rule
  4. Select the project from the drop-down list.
  5. Set the trigger
    Firstly, select the relevant Panaya activity (entity) type - Test, Step / Planned Run, Defect, Correction, Requirement / Feature (Level 1), User Story (Level 2), Task (Level 3).
    Then trigger for rule activation - for when this type of activity is Created, Updated, or Deleted.
  6. Set the condition. You can select from any available fields for the selected activity type. 
    For example, we can set the condition to be the creation of a defect with no Dev Owner assigned.
  7. Set the action. You can set it to send an email notification, update a field value, or delete the current value for fields. 


    You can add fields to the email template subject and body.
  8. Click OK to save the rule.
  9. Example for an email notification action triggered by an automation rule. The emails are sent from noreply@panaya.com. 

Good to Know!

  • You can add up to 10 conditions and 10 actions.
  • You can set rules as active or inactive as needed.