Automation Rules

Overview

Automation Rules let you set up trigger-and-action pairs that automatically do things when certain conditions are met. You can create rules on templates (so they apply to every workflow using that template) or on individual workflows.

• Automate repetitive task management
• Set triggers based on task completion, field changes, or other events
• Configure actions like creating tasks, sending notifications, or updating fields
• Control how many times a rule can fire

Creating an Automation Rule

1. Open a workflow template or an individual workflow
2. Go to the Automation Rules section
3. Click New Rule
4. Configure the trigger and action (see below)
5. Click Save

Triggers

A trigger defines when the rule fires. You'll configure:

• Trigger Type - The event that kicks off the rule (e.g., task completed, field changed)
• Trigger Task - The specific task that triggers the rule (if task-based)
• Trigger Field - The field to watch (if field-based)
• Trigger Operator - The comparison (e.g., equals, contains, is greater than)
• Trigger Value - The value to match against

Actions

An action defines what happens when the trigger fires:

• Action Type - What to do (e.g., create a task, update a field, send a notification)
• Action Task - The task to act on (if modifying an existing task)
• Action Config - Additional settings (e.g., new task name, due date offset, assignee)

Active / Inactive Toggle

Each rule has an active/inactive toggle. You can disable a rule temporarily without deleting it, which is handy for seasonal processes or troubleshooting.

Execution Limits

• Max Executions - Set a cap on how many times the rule can fire (leave blank for unlimited)
• Execution Count - Shows how many times the rule has already fired

Common Automation Patterns

When a task completes, create a follow-up task

• Trigger: Task "Inspection Ordered" is completed
• Action: Create task "Review Inspection Report" in the next stage, due 3 days later

When a task completes, notify the agent

• Trigger: Task "Appraisal Received" is completed
• Action: Send notification to the assigned agent

When all tasks in a stage complete, advance the workflow

• Trigger: All tasks in "Due Diligence" stage are completed
• Action: Update workflow status or create a summary task in the next stage