Post-assessment automations

  • Release version: Zurich
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Post-assessment automations

    Post-assessment automations in the Smart Assessment Engine enable automatic actions immediately after an assessment is completed. These automations use assessment responses to trigger tasks, streamlining decision-making and improving assessment management without requiring technical expertise. ServiceNow customers can configure these automations using a structured interface to ensure assessments are efficient, consistent, accurate, and scalable.

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    Key Features

    • Action Sets: These are collections of conditions and corresponding actions. They can be conditional, where conditions are checked sequentially and actions triggered by the first true condition, or standalone, which execute actions without conditions. Multiple action sets can be managed within a single automation.
    • Automated Actions (Subflows): Predefined sequences mapped to template categories that execute automatically when specified conditions are met. These can perform tasks such as creating or updating records and sending notifications based on assessment responses.
    • Trigger Conditions: User-defined criteria based on assessment answers that, when satisfied, activate the automated actions. For example, a high-risk response can trigger specific workflows.
    • Evaluation Criteria: Post-assessment actions execute automatically upon submission of the assessment, ensuring timely and consistent processing.

    Benefits

    • Efficiency: Automates routine post-assessment tasks, freeing your team to focus on strategic priorities.
    • Consistency: Ensures uniform application of rules across all assessments, maintaining standardization.
    • Accuracy: Minimizes manual errors through automated processing.
    • Scalability: Supports high volumes of assessments and related actions without manual oversight.

    Post-assessment automations, also known as post-assessment actions, in Smart Assessment Engine are actions that happen automatically after an assessment is complete. These actions use the responses from an assessment to automate tasks. Using action sets, automated actions, trigger conditions, and evaluation criteria, post-assessment actions can help your assessments be efficient, consistent, accurate, and scalable.

    Post-assessment actions overview

    Post-assessment actions help automate decision-making processes. You can configure them to execute rules based on specific conditions or to run automatically without any conditions. It provides a structured and user-friendly interface to set up these rules without requiring technical expertise.

    Using post-assessment actions, the template designer can complete actions like updating fields, creating follow-up assessments, or generating other records automatically after an assessment is submitted. Post-assessment automation involves the following key components:
    • Action sets
    • Automated actions
    • Trigger conditions
    • Evaluation criteria

    Action sets

    Action sets help you automate tasks by setting conditions and corresponding actions. By using action sets, you can confirm that the most important criteria are checked first. You can add multiple action sets in a single automation. You can also edit or delete an action set that is no longer needed. There are the following types of action sets:
    Conditional action set
    Checks conditions from the If field in order and stops when it finds the first true condition. Then, it executes the corresponding action from the Then field and doesn't check the rest of the conditions.
    Standalone action set
    Executes actions that happen without any specific conditions. You can add multiple actions in a single standalone action set.

    Automated actions

    Automated actions, also known as subflows, are predefined sequences of actions or processes that can be executed automatically based on certain conditions. The subflows are mapped to an action category, and the action category is mapped to a template assessment category. During the runtime of the subflow, the conditions are evaluated, and the corresponding subflows are executed. For example, if a response to a question meets a defined condition, a subflow can be triggered to create or update records, send notifications, or perform other automated tasks.

    Trigger conditions

    Trigger conditions are user-defined condition sets based on the assessment responses. When the condition sets are met, the automated actions are triggered. For example, if a response to a question meets a set condition defined as high risk, it might trigger an action.

    Evaluation criteria

    The configured post-assessment actions are executed when the assessment is submitted.

    Benefits of post-assessment actions

    Efficiency
    Post-assessment actions automate routine tasks, enabling you to focus on more strategic activities.
    Consistency
    Predefined rules help ensure that actions are carried out uniformly across all assessments, maintaining standardization.
    Accuracy
    Automation reduces the risk of errors that can occur during manual processing.
    Scalability
    The system can handle a large volume of assessments and actions without manual intervention.