Custom Actions

The Custom Actions feature in Cubicl allows users to add custom action menu options to task cards and task details pages. This enables users to perform customized actions on selected tasks, making workflows more efficient and improving the user experience.

How Custom Actions Helps You?

With Custom Actions, you can:

• Export task data

• Synchronize tasks with other applications

• Import data or files

• Automate various processes with external tools like Monkedo

Sample Use Cases

Performing an Action in Another Application

• Closing a GitHub Issue: Based on task details, the corresponding issue in GitHub can be automatically closed.

• Sending Notifications: A task completion email, SMS, or chat message can be sent to a customer. For instance, send a Slack or Microsoft Teams message with task updates.

• Adding to Outlook Calendar: A calendar event can be created for the task using Microsoft's Create Calendar Event component.

• Transferring a task to another application: Create a corresponding record in a CRM, calendar, or sales platform when a new task is added or updated. Sync task details with Asana, Trello, or Monday.com for cross-platform task management.

Retrieving Information from Another Application

• Fetching Customer Data: Customer information can be retrieved from a CRM and displayed within a task.

• Accessing Contract Documents: Contract documents from sales platforms can be pulled for quick access.

• Generating Detailed Task Reports: Create detailed reports including task progress, comments, and attachments. Reports can be automatically shared in PDF or Excel format via Google Drive, Dropbox, or email.

Downloading a File

• Generating a Task Report: Task-related data, including comments under task, can be converted into a PDF file and downloaded.

Opening a Browser Tab

• Opening a Related Record in Another App: If a task is linked to a record in another application (e.g., Salesforce), clicking the menu option will open the corresponding record in a new tab.

How to Add a Custom Action?

Go to Organization > Organization Details and find the Custom Actions section.

Custom actions in Organization Details page

Click Add Action+ button and a pop-up window will appear with fields to configure your custom action.

Create a custom action

Fill in the required details:

Name (Required)

The text shown in the task actions menu. (Max 16 characters)

Icon (Optional)

The icon shown next to the action name in the menu. You can enter an emoji (🎉, 🚀, etc.), a symbol (+, -, etc.), or an icon URL.

Action URL (Required)

When the menu action is clicked, a POST request is sent to this URL with task and user details to trigger the desired action.

Type (Required)

Defines the type of action performed when the menu action is clicked. Action Types are:

• Simple Action: Performs the action and displays either a success or error message.

• Download File: Starts downloading the file returned from the Action URL.

• Preview File: Opens the file returned by the Action URL for preview. Supports PDF and image files; all other file types will be downloaded automatically.

• Open Browser Tab: Opens the URL returned by the Action URL in a new browser tab.

How to Perform an Action in a Task?

Go to the task's details page and click the Actions button. Under Custom Actions, select the action you want to perform.

A task's details page

A Custom Action Scenario

Custom actions are not automated processes applied to every task but predefined actions that you can use selectively to improve efficiency.

Imagine you receive a support request through the client portal. However, you are unable to review it immediately, or you have checked it but require additional time to make the necessary corrections. At the same time, you need to provide a quick response to the client.

Instead of manually writing a reply each time, you can use a custom action. Simply add the desired response as a custom action and select it when needed. To do this:

• Click on the Actions button within the task.

Bot Message action is selected.

• Choose the predefined custom action you created earlier.

• The system will generate a predefined response, allowing you to send it instantly.

A custom action

This way, you avoid repetitive typing and speed up your workflow.

Processing Data

Sending an HTTP Request

When a user triggers an action, the system sends an HTTP POST request to the "Action URL" specified in the settings. This request includes the following data in JSON format:

{
    // User who clicked the action
    "user": User,
    // Task where the action was clicked
    "task": Task,
}

You can access the data types here: Task and User

Returning a Response

The system at the URL should return an HTTP response in JSON format after processing the incoming request. This response may vary depending on the type of action. Here are the responses that should be returned according to the types:

Simple Action

If you don't want to display a custom message, you can return an empty response.

{
    "message": "CUSTOM MESSAGE"
}

Download File / Preview File

{
    "url": "FILE URL",
    "name": "FILE NAME"
}

Open Browser Tab

{
    "url": "URL",
}

Displaying an Error

If you want to display an error message when an error is returned from the Action URL, you should return a JSON data like the following. This data format is valid for all types:

{
    "message": "ERROR MESSAGE"
}

Need a Custom Solution?

If you need to perform specialized operations or display custom information on different Cubicl screens, our support team is happy to assist you. Feel free to reach out to us!