Automations Overview

Key Points

Automations allow you to trigger actions automatically based on system events.

They can send SMS, email, and internal notifications.

FlowLogic supports four automation types:

Record Automations
Roster Automations
Timesheet Automations
Report Automations

Automation logs provide visibility into when and how automations are triggered.

Automations improve efficiency but should be used strategically to avoid notification overload.

What Are Automations?

Automations are rules that execute actions when specific conditions are met.

They are commonly used to:

Send reminders
Notify staff of important updates
Trigger workflows
Reduce manual administrative work

For example, automations can notify staff when:

A certification is about to expire
A shift is created or changed
A timesheet is submitted
A report becomes available

Accessing Automations

Automations are accessed through the main navigation menu.

To access:

1. Scroll to the bottom of the left-hand menu.

2. Click Automations.

Access to this section is permission-based.

If you do not see the Automations option, you will need to request access from your administrator.

Automation Types

FlowLogic supports four types of automations, each designed for different workflows.

Record Automations

Triggered by changes to records such as staff or participant data.

Common uses include:

Certification expiry reminders
Status updates
Record-based notifications

Roster Automations

Triggered by roster events.

Common uses include:

Shift notifications
Roster updates
Assignment alerts

Timesheet Automations

Triggered by timesheet activity.

Common uses include:

Submission confirmations
Approval notifications
Timesheet reminders

Report Automations

Triggered by report events.

Common uses include:

Scheduled report delivery
Notifications when reports are generated

Viewing Automations

The Automations page displays all configured automation rules.

From this page, you can:

Expand automations to view details
Review conditions and actions
Check whether automations are enabled or disabled

Each automation includes:

The section and form it applies to
The automation name
The trigger event
The current status

This provides a clear overview of how each automation is configured.

Creating Automations

To create a new automation:

1. Click the Plus (+) button in the top-right corner.

2. Configure the automation rule.

You will define:

Conditions (If statements)
Actions (What happens when conditions are met)

Automations can be tested on sample data before being used in live workflows.

Automation Logs

Automation logs provide visibility into how automations are performing.

   

To access logs:

Click the Logs button in the top-right corner of the Automations page.

The logs display:

Date and time of execution
Automation rule name
Rule ID
Conditions evaluated
Actions performed
Success or failure status

Log Status Indicators

Green = Automation ran successfully

Red = Automation failed or was not applied

If a log shows an error, the system will provide a reason.

Regularly reviewing logs helps ensure automations are functioning correctly.

Managing Automations

Each automation includes management options such as:

View logs
Edit the rule
Remove the automation
Apply the automation to historical records

Applying automations to historical records ensures that existing data also follows new rules.

You can also see:

Who created the automation
When it was created
Who last updated it

This helps maintain accountability when multiple administrators are managing automations.

How Automations Work

Automations follow a simple structure:

If (Condition is met)
Then (Action is triggered)

Examples:

If a staff certification is about to expire → Send notification
If a shift is assigned → Notify the staff member
If a timesheet is submitted → Alert a manager

This logic ensures actions are applied consistently across the system.

Using Automations Effectively

Automations can send notifications to:

Individual staff members
Groups of users
System roles

While powerful, automations should be used carefully.

Overuse can lead to:

Notification fatigue
Important alerts are being ignored

Focus on automations that provide real operational value.

Best Practice Recommendations

✔ Use automations to reduce manual processes
✔ Regularly review automation logs
✔ Test automations before applying them broadly
✔ Keep conditions clear and simple
✔ Avoid excessive notifications
✔ Maintain clear naming for automation rules

Summary

Automations in FlowLogic allow organisations to streamline workflows, improve communication, and reduce manual tasks.

By using Record, Roster, Timesheet, and Report Automations effectively, organisations can ensure that important actions and notifications happen automatically.

When configured correctly and used strategically, automations help maintain consistency, efficiency, and operational control across the system.