Manage automation rules in Automations

Short summary

Automation rules help reduce manual work by triggering actions for documents, Workspaces, alerts, notifications, messages, and webhooks.

When to use this feature

Use Automations when you want to:

• Move or archive documents based on timing or expiry.
• Alert Team Members about unread, inactive, overdue, expired, or urgent activity.
• Notify recipients about late payments or late signatures.
• Create documents from Templates on a schedule or trigger.
• Send automated replies to messages.
• Send webhook POST requests to an external system.

Step-by-step instructions

1. In the Business Portal, go to "Menu" → "Automations".

!Screenshot: Open Automations

1. Use the filters to find existing rules:

• "Rule status"
• "Rule type"
• "Workspace"
• "Search" with "Find rule"
• "Sort by Newest first"

1. Click "+ Add rule".

▶ Watch video: Add an automation rule

1. Select the rule type you want to create.

1. Complete the required fields for that rule type:

• "Rule title"
• "Workspaces"
• Other required fields shown for the selected rule type

1. If the rule includes webhook delivery, enter:

• "Webhook URL"
• "Secret Token", if needed

1. To manage an existing rule, open the three-dot menu in the "Action" column.

1. Select one of the available actions:

• "Edit"
• "Activate"
• "Pause"
• "Delete"

Notes & limitations

• New rules are active by default.
• "Status" is shown only when editing a rule.
• "Notify team members" is required when "Email" or "SMS" is selected.
• "Stage" is available for Reply message rules only when one Workspace is selected.
• Webhooks are sent as POST requests to the "Webhook URL".
• If a "Secret Token" is provided, it is sent in the request header as "X-Proposaly-Secret-Key".
• Paging options are 10, 20, and 50. The default is 20.

Troubleshooting

Q: Why can’t I save a rule?

A: Check that all required fields are completed. Required fields depend on the selected rule type.

Q: Why is "Notify team members" required?

A: It is required when "Email" or "SMS" is selected under "Notify via".

Q: Why don’t I see "Stage" in a Reply message rule?

A: "Stage" appears only when a single Workspace is selected.

Q: Why don’t I see "Activate", "Pause", or "Delete"?

A: These actions appear only when they are applicable to the selected rule.