Automations & Other Validations Not Working

[miplatt]

We have noticed over the past several months that some of the automation that have always been part of our system and used to work now are not working even though ClayStudio records them as being active and unchanged. Any ideas as to why that might be?

For example:
automations (Validation add/change) that detect and alert the user if he/she entered a phone number with spaces or dashes in it instead of periods in both the Clay native interface and an html form.
automation (Validation add/change) that alerts the user if he/she enters a new contact without a first or last name.

In addition, the system used to indicate when two records have identical names or emails or websites but no longer does that -- we have actually found many double entries and emails (same websites and/or name and/or emails). What could be the issue?

[ZevToledano]

Well you said they are unchanged, but did you double-check the automation filters to make sure they match what you are doing?

Check the Automation Log as well for any errors.

You can also switch on debugging information (ClayCentral Settings/Automation/Verbose Log), but beware this fills the Automation Log with tons of entries - you must only enable it temporarily to test (do something that triggers the automation), then remove the setting and clear the log when done. In the automation rule, you can press the Log button to see error/debugging info.


Regarding duplicates: If you are referring to the old built-in checks for the Contact table then that was removed a long long time ago in 9.1 already. To check for duplicates you have to do it yourself using Unique Indexes (or with Automations).

[miplatt]

Nothing unusual or recent in the Automation Log.

The automation (Validation add/change) that alerts the user if he/she enters a new contact without a first or last name - I made a small change that did make it work.

For the automation that alerts about phone number with spaces or dashes, appears to fit what we are doing.

Yes, referring to the old built-in checks. Sorry that it was taken out. Could you elaborate a bit further about how this could be accomplished? Make a automation that somehow compares the (for example) email address with all of the other email addresses in the system? Email address is easier to compare.

Ideally, we could also compare company names, though in some cases there are multiple ways to write company name which can confuse or elude users (e.g. SpotOption vs. SpotOption, Ltd. vs. Spot Option)

[ZevToledano]

If an automation still doesn't work you need to debug it (e.g. using the verbose info).

For simple duplicates, just use Unique Indexes.

For more complex duplicates, if you can come up with a rule, then you can make an automation that looks it up and makes sure it doesn't already exist. For example using a 'Contains' filter or by removing spaces.

[miplatt]

Regarding the automation that still does not work: It is supposed to check 3 fields after add/change of phone number, fax or mobile for dashes in the number. According to the automation log, the system is skipping the event due to "Filters". In the automation, for filters after changes we have 3 optional filters: telephone or fax or mobile containing "-" (a dash). Somehow this had worked in the past but not anymore. Is there perhaps something missing? We tried also including status - active as a filter but there was no change to the outcome of the automation.

[miplatt]

For the duplicate issue, it seems very difficult to teach the system how to check if company names are similar especially if there is wide variation. As such, how about if we create an automation that checks upon adding a new record for example if the URL is identical to any URLs already in the system. Is there a way to do that via a validation automation?

[ZevToledano]

Did you double-check that they are optional (right-click, group with other...)? Otherwise all three would have to contain a dash. I don't know the logic of the validation rule so I don't know which is correct for you. Also double-check that they are all set on 'Contains'. Another possible mistake is that the filter is set on the wrong field or wrong base table. Also make sure you don't have filters 'before change'.

You can also remove one filter at a time until it starts working to see which one is causing the problem.

[ZevToledano]

Regarding duplicates: As I said, if the duplicate is simple and identical you only need a unique index.

[miplatt]

Regarding the automation, we tried removing one filter at a time until it starts working to see which one is causing the problem. Each works fine by itself as a mandatory filter; however, for some reason, when we make them all three (or two for that matter) optional it does not work. What else might we be missing? Thanks.

[ZevToledano]

Well, again, I don't know what you are trying to achieve and what you expect it to do. If you make all three optional it means 'if any one of them has a dash then show the validation error message'. Unless of course you also marked it as a NOT filter ('return results not matching this filter'). Don't forget to also check your "Changed field Requirements".