Automation Management Guide

Automation Management Guide

Introduction

Automation Management helps streamline processes by automatically executing predefined actions based on triggers and conditions. This guide explains how to effectively manage, monitor, and control automations within the platform.

How to Access Automation List

  1. Use the Search Bar and search for "Manage Automation"
  2. Navigate to: Marketing → Manage Automation (left panel)
Once opened, you will see the complete list of automations created for the institute.

Top Actions Available

On the top-right section of the screen, you will find:
Action
Details
1. Search
Search automations using:
◦    Automation ID
◦    Automation Title
2. Filter
Filter automations based on:
  1. Module – Filter by the module associated with the automation
  2. List – Filter by the list on which automation is created
  3. Trigger – Filter by the trigger type (e.g. On Creation, On Field Update)
  4. Created By – Filter based on the User who has created the automation. 
  5. Tags – Group and filter similar automations
  6. Created On – Filter by automation creation date range
  7. Start Date – Filter by automation start date range
  8. End Date – Filter by automation end date range

Automation Status Types

Automations are categorized into the following statuses:
#
Status
Description
1
Draft
Created but not yet published
2
Active
Currently running and processing records
3
Paused
Temporarily stopped (misses triggers during pause period)
4
Completed
The end date has passed
5
Stopped
Manually stopped before the end date

Automation List Fields

Each automation entry contains:
Field
Description
ID
Unique automation identifier
Automation Name
Name of the automation
Module
The module associated with the automation (e.g. Lead/Application, Opportunity)
List
List associated with the module on which automation is running.
Trigger
The event that initiates the automation (e.g. On Creation, On Field Update, Dynamic Activity Creation)
Created On
Creation date and time
Created By
User that created the automation
Start Date
Execution start date and time
End Date
Execution end date and time
Tags
Grouping labels
Action
Options via the 3-dot menu (Pause, Edit, Copy, Deactivate, Delete)


Actions Available (3-Dot Menu)

Pause Automation
  1. Temporarily stop the automation.
  2. Triggers during the pause period will not be processed.
Start / Resume Automation
  1. Restart a paused automation.
Edit Automation
Modify automation configuration by:
  1. Clicking on the automation name
  2. Using the "Edit Automation" option from the 3-dot menu
Copy Automation
  1. Duplicate an existing automation.
De-activate Automation
  1. Permanently stop an active automation before its end date.
Delete Automation
Users with delete permission can remove automations in Draft, Paused, Stoped or Completed states.
  1. Supports single and bulk delete (up to 20)
  2. Requires confirmation input before deletion
  3. Deleted automations cannot be restored

Best Practices

  1. Use Tags to organize automations effectively for easy filtering and grouping.
  2. Regularly monitor Performance to ensure automations are running as expected.
  3. Clean up unused automations using Delete to maintain a healthy workspace.

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