1. Access Automation

Step 1: From the home screen, click on the Automations menu in the left sidebar.

2. View the Automation list

After accessing the site, you will see a list of all the automations that have been created.

Information displayed:

• Car name
• Status (Active/Inactive)
• Creation date
• Last updated date

3. Create a new automation.

Step 1: Click the create button

Click the "Create Now" button.

Step 2: Choose a Template (optional)

You can:

• Choose a pre-made template : Use popular workflow templates.
• Create from scratch : Build your own workflow.

Step 3: Go to Workflow Builder

The Workflow Builder interface will appear, allowing you to design the process.

4. Set up the Trigger

Triggers are the starting point of automation – events that trigger a process.

Step 1: Add a Trigger element

Drag and drop the Trigger element onto the canvas or click on an existing Trigger node.

Step 2: Select Object Type

Select the type of object that will trigger automation.

Step 3: Select Activity

Select the trigger activity:

• Create : When creating a new item
• Update : When updating
• Delete : When deleting

Important note

After adding a Condition to the workflow, the Trigger will be locked and cannot be edited. Make sure the Trigger is configured correctly before adding other elements.

5. Set Conditions

Conditions help filter and check specific conditions before taking action.

Step 1: Add a Condition element

Drag and drop the Condition element onto the canvas and connect it to the Trigger.

Step 2: Select Field

Select the data fields to check:

• Status : Status
• Type : Type
• Priority : Priority level
• Owner : Person in charge

Step 3: Select the value

Select the values to compare:

• To Do
• Open
• In Progress
• Done
• Cancelled

Step 4: Select Operator

Choose a comparison operator:

• equals : Equal
• not equals : Not equal
• in : Included in the list

6. Set up Action

Actions are operations that are performed automatically.

Step 1: Add an Action element

Drag and drop the Action element onto the canvas and connect it to the Condition.

Step 2: Select the Action type

Send Email

Configuration:

1. Select recipient:

   • Related Contact
   • specific team members
   

2. Choose an email template:

   Choose a pre-made email template from the Email Builder.

   

3. Select the sender:

   Choose the email account to send it to.

   

7. Set Wait/Delay

Wait/Delay allows you to pause a process for a period of time.

Step 1: Add the Wait element

Drag and drop the Wait element onto the canvas.

Step 2: Configure the timeout.

Enter the quantity and select the unit of time:

• Minutes
• Hours
• Days

Example: Wait 10 minutes before taking the next action.

8. Set up Human

The human element is used when human intervention is required in a process.

Step 1: Add the Human element

Drag and drop the Human element onto the canvas.

Step 2: Configure the task

Fields to fill in:

1. Title: A brief description of the job
2. Note: Details of the tasks to be done
3. Priority:
   • Low
   • Medium
   • High
4. Assignee: Select the employee who will handle this.

Step 3: Set the Deadline

Two ways to set a deadline:

1. Relative: X days since the workflow reached this step
2. Absolute: Select a specific date

9. Save and activate Automation

Step 1: Check the workflow

Review the entire established process.

Step 2: Save Automation

Click the Save button to save the automation.

Step 3: Confirmation

The system will display a "Saved successfully" message.

Practical example: Workflow Follow-up Task

Scenario: When a new task is created with the status "To Do", the system will:

1. Send an email notification to the team.
2. Wait 10 minutes
3. Check if the task type is "Meeting"
   • If correct: Create a task for the manager to review.
   • If incorrect: Send a reminder email.

Configure workflow:

 [Trigger: Task Created] ↓ [Condition: Status = "To Do"] ↓ (True) [Action: Send Email to Team] ↓ [Wait: 10 minutes] ↓ [Condition: Type = "Meeting"] ↙ ↘ (True) (False) ↓ ↓ [Human] [Send Email] Usage tips [Trigger: Task Created] ↓ [Condition: Status = "To Do"] ↓ (True) [Action: Send Email to Team] ↓ [Wait: 10 minutes] ↓ [Condition: Type = "Meeting"] ↙ ↘ (True) (False) ↓ ↓ [Human] [Send Email]

1. Start simple.

Create simple automations first, then gradually expand.

2. Using Templates

Utilize pre-made templates to save time.

3. Test before activation.

Always test the workflow with test data before implementing it in practice.

4. Give it a clear name.

Give your automation a descriptive name to make it easier to manage.

5. Check the email template.

Make sure you have already created your email template in Email Builder before using it in automation.