Automations
The right people, told at the right moment.Without anyone remembering to.
Automations watch your records and your assignments. When something happens that matters, such as an inspection moving to Submitted or a defect being logged, they notify the people who need to know, by email or in the app. Each one is a trigger and the notifications that follow it, built on a canvas, switched on and off with one switch.
Tell reviewers when an inspection is submitted
EnabledTrigger
Assignment moved to a status
Moved to: Submitted
Notify
Notify a role
Reviewers
In-app and email
Notify
Notify the assignee
Sample data
Triggers · What starts it
Six triggers, narrowed to what matters
An automation starts from one trigger: something happening to a record, or to an assignment.
- 01
Records
A record created, updated or deleted, for one record type. An update can be narrowed to changes in particular fields, so a new address does not page anyone but a new status does.
- 02
Assignments
Work assigned, work completed, or work moved to a status, optionally one status in particular, such as Submitted or Approved.
- 03
Statuses you named
Because the statuses are yours, so are the moments an automation can listen for: Sent back, Signed off, Issued.
Flag a change of condition
EnabledTrigger
Record updated
Record type: Assets
Fields: Condition
Notify
Notify a role
Maintenance
In-app
Sample data
Recipients · Who hears about it
Notifications to the people involved
Each step sends a notification by email, in the app, or both, to whoever the moment concerns.
- 01
People and roles
A particular person, or everyone in a role, so the right team hears about it as people come and go.
- 02
Whoever is involved
The assignee, whoever created the assignment, or whoever made the change that started it.
- 03
Addresses on the record
An email address held in one of the record's own fields, such as a site contact's, for people who never sign in.
Tell the site contact when a visit is complete
EnabledTrigger
Assignment completed
Any form
Notify
Notify an address on the record
Site contact email
Notify
Notify whoever created it
In-app
Sample data
Statuses · Moments that matter
Built around your own process
Assignments move through statuses you define. Every move is a moment an automation can tell someone about.
- 01
Submitted, so a reviewer looks
Notify the reviewing role the moment work is submitted, instead of them checking a list.
- 02
Returned, so the assignee fixes it
Tell the assignee when their work is sent back, with the reason in its history.
- 03
Approved, so the client hears
Email an address held on the record when the work is signed off.
Statuses
- In progress
- Submitted
- Returned
- Approved
Moves
- In progressSubmitted
- SubmittedApproved
- SubmittedReturnedNeeds a reason
Sample data
Runs · What happened
Every run, step by step
Each time an automation starts, its run is recorded with the outcome of every step and every recipient.
- 01
A history to check
When someone says they never heard, the run shows whether the notification went, to whom, and when.
- 02
Failures you can see
A step that fails, such as a role with nobody in it, is marked as failed rather than going quietly missing.
- 03
On and off with one switch
Switch an automation off while you change your process, and back on when you are ready.
Tell reviewers when an inspection is submitted
EnabledTrigger
Assignment moved to a status
Moved to: Submitted
Notify
Notify a role
Reviewers
In-app and email
Recent runs
Sample data
FAQs
Questions about automations
What can an automation do?
It notifies people. Each step sends a notification, by email, in the app or both, to a person, a role, whoever is involved in the assignment, or an email address held on the record. An automation can have several steps after its trigger.
Do I need to write any code?
No. Automations are built on a canvas in your workspace: pick a trigger, add the notifications that follow it, and switch it on.
Can notifications go to people outside the workspace?
Yes, by email, when their address is held in one of the record's fields, such as a client or site contact. They do not need to sign in.
How do I know a notification was sent?
Check its run history. Every run is recorded with the outcome of each step and each recipient, so you can check what was sent, to whom and when, or see why a step failed.
Who can set up automations?
Anyone whose role has the Manage automations permission.
Stop relying on someone remembering to tell someone.
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