Automation-table Settings

Automation: Workflow Engine & Process Management
 

The Automation module is a powerful workflow engine designed to eliminate manual tasks and ensure business consistency by executing a sequence of predefined actions in response to specific triggers. By configuring an automation through a user-friendly two-step process—defining a system event, such as a "New Lead" or "Status Change," and then building an ordered sequence of actions, like "Send WhatsApp" or "Move to Folder"—administrators can create scalable, error-free processes for customer management. Whether used to instantly notify team members of updates or to nurture leads through automated communication flows, this module serves as a central hub for increasing operational efficiency and maintaining high levels of customer engagement without repetitive manual effort.



 

How To Load This Modal?
 

To reach the Automation Table and manage your workflow triggers, follow these quick steps:

Open Settings: Click on your User Profile (Alpha Dude) and select the Settings (gear) icon from the dropdown menu.   Select Category: Click on the "Accruing and Automation" tab located in the top navigation bar of the settings area.   Enter Automation Table: From the left-hand sidebar menu under that category, select "Automation". View Dashboard: You will be directed to the Automation Table page (URL: dashboard/event/automation-table), where you can see all existing triggers and click "+ NEW AUTOMATION" to create a new one.

Creating a New Automation: Step-by-Step Guide
 

To set up a new automated workflow, follow these steps to define your trigger and initial conditions:

Step 1: Open the New Automation Modal   Navigate to the Table: Go to Settings > Accruing and Automation > Automation.   Start Creation: Click the "+ NEW AUTOMATION" button at the top of the Automation Table.   Step 2: Fill in Automation Details   Name: Enter a unique, descriptive title for your automation    Event: Select the primary system trigger from the dropdown menu (e.g., "New Lead", "Status", "Tag").   Parameters & Filters:   Parameter: Choose a specific filter dimension like a folder or status to narrow when the trigger fires.   Exclude/Include: Use these multi-select fields to specifically target or ignore certain values.   Tag Name: Apply an optional tag filter if the automation should only run for customers with specific labels.

• Delay Settings:
   

  • Delay Type: Choose the time unit (Minute, Hour, Day, Month).

  • Delay Value: Move the slider or enter a number to set how long the system waits after the event occurs before running the actions.
     

• Finalize: Click "Save" to add the automation to your list.
  
  
  
  
   

  Automation Events: Detailed Breakdown
   

  Events are the specific triggers that initiate an automation workflow. Below is a categorized description of the available event types:

  Customer Events   - New Lead: Triggers when a new lead enters the system. - Add lead - Manually: Specifically for leads created by hand rather than through forms or APIs. - Add Sub Customer: Fires when a secondary customer record is linked to a primary account. - Status: Triggers when the main customer status is updated. - Internal Status / Sub Status: Triggers when internal tracking statuses are changed. - Dynamic_doc: Triggers upon the creation of a dynamic document for the customer. - Tag: Activates when a specific tag is added to a customer profile. - Folder: Fires when a customer is moved from one organizational folder to another. - Respond to customer: Triggers when a team member sends a response to a client. - Answered: Fires when a customer answers a communication attempt. - Client updated / By API: Activates when customer details are changed, either manually or via external API. - Invoice status / Product stock: Triggers when financial documents change status or inventory levels hit a set point - On signed PDF: Activates the moment a client digitally signs a document. - Assigned a management team member: Triggers when a manager or team member is assigned to a customer. - Signing an order proposal / Order document: Activates when a client digitally signs a proposal or order document. - Create Reminder: Fires when a new reminder is set for a customer record. - Whatsapp message / Outgoing message: Fires when a WhatsApp message is received or sent through the system. - Remove from Campaign list: Triggers when a customer is taken out of a specific marketing campaign. - Ordered Har Habituach / Mislaka: Specific triggers for ordering these services. - Received Har Habituach / Mislaka: Activates when these service results are received.

  Subscription Management
   

• Add / Remove subscription: Fires when a subscription is added to or removed from a customer profile.

• Start / Stop subscription: Triggers when a subscription status transitions to active or inactive.

• On Paid subscription / On Payment Failed: Activates based on the success or failure of a subscription payment.

• Done Monthly Subscription / End Of The Subscription: Triggers upon the completion of a monthly cycle or the final termination of a service.
  
   

  Project Triggers
   

• Project Done: Activates immediately when an entire project is marked as completed in the system.
  
   

  Mission (Task) Triggers
   

• Mission Done: Triggers when a task status is changed to finished.

• Mission Queries: Fires when a task is moved to a query or clarification stage.

• Mission Testing: Activates when a mission is set to the testing phase.

• Mission To Do: Triggers when a new task is created or moved back to the initial "To Do" state.

• Mission deadline passed: Automatically fires if a task remains incomplete after its predefined due date.

• On change mission step: Activates whenever a mission is moved from one internal step or phase to another.
   

  Orders & Reservations
   

• Add Order / Update Order: Triggers when a new order is created or an existing one is modified.

• Order Tag / Order without event: Specialized triggers for order labels or background processes.

• Room reservation / Update reservation: Triggers for new or modified space bookings.

• Reservation tag: Activates when a specific label is applied to a reservation.
   

  Specific Appointment Triggers
   

• Doctors appointment: Activates immediately when a new medical appointment is scheduled in the system.

• Edit Appointment: Fires whenever the details (such as time, date, or provider) of an existing appointment are modified.

• Canceled appointment: Triggers the moment an appointment is removed or marked as canceled.

• A Series of appointment: Activates when a recurring sequence or multiple linked appointments are created.
   

  Documents & Financials
   

• Add Order Detail: Triggers when specific line items or details are added to an order.

• Add Tax Invoices / Credit Invoices: Activates immediately when a Tax or Credit invoice is generated.

• Add Proforma Invoices / Receipts: Fires upon the creation of a preliminary invoice or a payment receipt.

• Add Receipt Tax Invoices: Triggers for combined receipt and tax documents.

• Add GR/IR: Specifically triggers for "Goods Received/Invoice Received" documentation.

• Add Order Proposals / Purchase Orders: Activates when these specific order-related documents are added.

• Add Delivery / Donation Receipt: Fires when delivery papers or donation-related records are created.

• Document Order Status Change: Triggers when the status of any order document is updated.

• Cancel Invoice / Invoice Status Change: Activates if an invoice is cancelled or its status is modified.
   

  Article Events
   

• New article: This trigger activates whenever a new article is published or created within the system's content management section.
   

  Builder (Web Form) Events
   

• Form submitted: Triggers immediately after a customer completes and submits a web form designed through the Site Builder. This is ideal for sending instant "Thank You" messages or notifying sales teams of new inquiries.
   

  Call Events
   

• Answered: Fires when an incoming call is successfully picked up by a team member.

• Not answered: Activates when an incoming call is missed or ignored.

• Not Answered Outgoing: Specifically triggers when a team member attempts an outgoing call but the recipient does not pick up.

• Answered Outgoing: Fires when an outgoing call made from the system is successfully answered by the customer.
   

  Gantt Chart Events
   

• Gantt start column: Fires when a task or project is moved into the initial starting column of the Gantt chart.

• Gantt done column: Triggers when an item is moved to the final "Done" column, signifying completion.

• Gantt done column without complete: A specialized trigger for when an item is moved to the "Done" column but has not yet been officially marked as "Completed" in its primary status.
   

  Other System Events
   

• Manual: This workflow will never run automatically; it only executes when a user manually clicks "Run Automation" on a customer's profile.

• Birthday: Automatically triggers on the date of the customer's birthday.

• Date: Fires based on a specific, predefined calendar date.

• On flow done: Activates immediately after a previous automation flow has finished all its steps.

• payment: Triggers when a financial payment is recorded or received in the system.
   

  Tickets Events
   

• Tickets Status: Triggers whenever the current status of a support ticket is modified (e.g., from "Open" to "Resolved").

• Tickets Create: Activates immediately when a brand-new support ticket is generated in the system.
   

  Meeting Events
   

• Meeting: Fires when a standard calendar meeting is newly scheduled.

• Cancel Meeting: Triggers the moment a standard meeting is removed from the calendar.
   

  Combo Meeting Events
   

• Add Combo meeting: Triggers immediately when a new combo meeting is created in the calendar.

• Edit Combo Meeting: Activates whenever the details (such as participants, time, or location) of an existing combo meeting are modified.

• Cancel Combo Meeting: Fires the moment a combo meeting is deleted or marked as canceled.
   

  Tabs Events
   

• Add Tab in Customer: Activates when a new service tab is first assigned to a customer record.

• Tab Change Status: Fires whenever the primary status of a tab (e.g., from "In Progress" to "Closed") is updated.

• Tab Change Sub Status: Triggers when the internal-only sub-status tracking for a tab is modified.

• Edit Tab in Customer: Activates whenever any general details within a customer's tab are edited.
  
   

  How to Refine Your Trigger
   

  Once you select an Event, you can use the Parameter and Include/Exclude fields to narrow the trigger.
  For example, if you select the Status event, you can set the Parameter to a specific status like "Closed" so the automation only runs for that specific change.
  
  
  
  
   

  Automation Table Management Functions
   

  The Automation Table provides several tools to manage and track your automated workflows directly from the main interface.

  Core Functionality     - Active / Deactive Toggle: Instantly turn an automation on or off. This allows you to pause a workflow for maintenance or testing without deleting it.   - Export Excel: Downloads a full list of your automations to an Excel file. This is useful for auditing your current triggers, parameters, and active statuses outside of the system.

  Action Management Icons
   

  Located on the far right of each automation row, these icons control the behavior and lifecycle of the workflow:
   

  - View/Edit Action Flow (List Icon): Build and manage the specific steps the system takes after a trigger (e.g., sending a WhatsApp).

  - Duplicate (Pages Icon): Creates an exact copy of the automation and its actions to quickly set up similar workflows.

  - Edit Automation (Pencil Icon): Opens settings to change the core Trigger Event, Parameters, or Exclude Values.

  - Execution Logs (Calendar Icon): Displays a timestamped history of every time the automation ran to verify its success.

  - Delete (Trash Icon): Permanently removes the automation and all its associated steps from the system.