How to Use Automation Rules in Proposaly.io – Proposaly Help Center

1. Introduction

What this article covers:
In this article, we’ll walk you through how to create, manage, and optimize automation rules in Proposaly.io to save time, reduce manual work, and streamline your document workflows.

Who this is for:
Admins, managers, and users who want to improve efficiency and consistency by automating recurring tasks and triggers in the platform.

Why it’s useful:
Automation rules help you move documents, notify teams, alert on key conditions, and even generate new proposals without lifting a finger. This means faster response times, fewer manual errors, and better client engagement.

2. Table of Contents

Automation Rule Overview
Navigating the Automation Rules Panel
Types of Automation Rules
How to Create a Rule
Managing Existing Rules
Understanding Webhooks
Viewing the Rule Execution Log

3. Automation Rule Overview

Automation rules in Proposaly.io allow you to define "if this, then that" logic for document management — including proposal movement, alerts, notifications, and auto-generation.

Each rule includes:

A title (max 75 characters)
A status: Active (default), Paused, or Deleted
A workspace scope
A specific trigger or condition
An associated action

4. Navigating the Automation Rules Panel

Add Rule: Click the + Add Rule button to create a new automation rule.
Filters:
- Status: Active, Paused, Deleted (default = Active)
- Rule type: Multi-select dropdown
- Free text search by rule title
Sorting Options:
- Newest first (default)
- Oldest first
- Rule title (A–Z)
- Rule type
Table View Columns:
- Status
- Type
- Title
- Action menu (3-dot icon with options: Edit, Pause, Activate, Delete)
Pagination: Choose to view 10, 20 (default), or 50 rules per page.

5. Types of Automation Rules

🔁 Stay Organized

Move Document

Automatically move documents to another stage based on time or expiration.

Workspaces (multi-select)
From stage (optional)
To stage (required)
Reason: Time in stage or Proposal expired
Days (if applicable)

Archive Document

Auto-archive stale or expired proposals.

Workspaces (multi-select)
From stage (optional)
Reason: Time in stage or Proposal expired
Days (if applicable)

🔔 Stay Alert

Alert

Send alerts to your team when specific inactivity or urgency conditions are met.

Notify when:
- Unread (from shared_at)
- Inactive (based on stage or creation date)
- Overdue payment
- Expired
- Overdue signature
- Urgent message or comment (AI recognized)
Notify via:
- Email
- SMS
- Webhook
Notify team members: (required for email/SMS)

📣 Stay on Track

Notification

Send reminders to recipients about delayed actions.

Notify recipients on:
- Late payment
- Late signature
Frequency: Customizable (e.g., once per day)

⚙️ Stay Productive

Create Document

Automatically generate new proposals based on templates.

Workspace (single select)
Template (required)
Optional:
- Share with recipients
- Copy price quote (default = No)
- Copy add-ons (default = No)
Trigger:
- New lead
- Weekly
- Monthly
- Quarterly
- Yearly

💬 Stay Responsive

Reply Message

Auto-reply to recipients via AI or fixed text based on board stage.

Workspace (multi-select)
Stage (if one board selected)
Reply type:
- Fixed message
- AI prompt
Message or prompt (optional)

6. Managing Existing Rules

Click the three dots beside any rule in the list to:

Edit – Modify rule details
Pause – Temporarily disable (with confirmation)
Activate – Reactivate a paused rule (with confirmation)
Delete – Remove the rule (with confirmation)

7. Rule Execution Log

All automation actions are logged for visibility and diagnostics. The log tracks:

Date and time
Trigger type
Execution success/failure
Related rule and document

This allows your team to debug, audit, and analyze automation performance.

8. Conclusion

By setting up automation rules in Proposaly.io, you unlock powerful tools to handle repetitive actions, keep your team informed, and ensure documents stay on track. Whether you're auto-moving stale drafts, notifying teams of overdue payments, or triggering proposals for new leads — automation helps you do more with less manual effort.

9. Additional Resources