Automations and Approval Chains

Automations run workflow actions when records match configured triggers. Approval chains define who reviews important records.

Navigation

• Automations: /settings/automations
• Rule builder: /settings/automations/builder/new

Tabs: Rules, Approval chains, and Run history.

The engine can be turned on or off for the organization. If a rule does not run, check that the engine is on and open Run history.

Automation Rules

An automation rule includes:

Field	Meaning
Name	Rule label.
Entity type	Record type the rule watches.
Trigger	Event that starts the rule.
Conditions	Optional filters that must match before actions run.
Actions	What the rule does.
Priority	Order in which rules are evaluated.
Enabled state	Whether the rule is active.

Entities

Project, phase, milestone, task, account, contact, time entry, timesheet, invoice, credit note, and expense report.

Triggers

• Record created, updated, or deleted.
• Field changed.
• Date reached.
• Schedule.
• Manual.
• Incoming webhook.

Actions

• Update fields or status.
• In-app notify, email, or Slack.
• Create a record.
• Assign.
• Request approval.
• Run another rule.
• Outgoing webhook.
• Delay.
• Branch.

Run Status

Pending, running, succeeded, failed, or partial.

Approval Chains

Approval chains define one or more approver steps. A chain can apply to:

• Invoice.
• Expense report.
• Credit note.
• Timesheet.
• Time entry.
• Change ticket.
• Milestone.
• Allocation request.
• Performance improvement plan.

A step can use:

• Specific users, a field, or a permission.
• Anyone or everyone on the step.
• Optional due hours, escalation user, and fallback user.

Common Workflows

Create an Automation

1. Open Settings > Automations.
2. Confirm the engine is on.
3. Create a rule in the builder.
4. Select the entity and trigger.
5. Add conditions.
6. Add one or more actions.
7. Enable the rule after reviewing a test run.

Create an Approval Chain

1. Open Approval chains.
2. Create a chain.
3. Add steps and approvers.
4. Choose whether anyone or everyone on the step must approve.
5. Connect the chain in module settings or an automation.

Review a Run

1. Open Run history.
2. Filter to failed or partial runs.
3. Open the run to see which action stopped.

Safety Notes

• Test billing and approval automations with a narrow scope first.
• Avoid rules that repeatedly update the same field unless loops are prevented.
• Review run history when a rule does not behave as expected.
• Keep approval chains aligned with finance and delivery policy.

Related Docs

• Approvals
• Invoices
• Expenses
• Service Desk
• Internal Operations
• Settings and Administration