Automation Module

Automation Module

Functional Requirement Document

BA & Ideation: Dakshraj Jhala

Reviewed By: KG (Project Manager)

Updated Date: 8 October 2025
Status: Approved

Version 1.0

Functional Requirements Document (FRD) - Automation Module

1. Module Overview

• Module Name: Automation
• Purpose: The Automation module in Pixally allows users to create default & custom workflows that trigger actions based on specific events and services. It minimizes manual effort by automating routine tasks like updating pipeline stages, sending emails, and managing processes across projects while improving efficiency
• Business Goal: The Automations module in Pixally helps users automate repetitive tasks and streamlines workflows to maximize efficiency across projects and events

2. User Roles & Permissions

• Link - Roles and permissions - draft

3. User Flow

4. Functional Logic

4.1 Automation

• Automation is a workflow that executes predefined actions automatically when specific trigger conditions are met. It consists of one trigger and one or more actions (such as sending emails, creating tasks, moving pipeline stages, or sending questionnaires) that run sequentially based on configured action rules. Automations eliminate manual repetitive tasks and ensure consistent process execution across projects and events

4.2 Brand-Wise Automation

• Automations in Pixally are brand-wise means:

4.2 Default & Custom Automation

• Automations in Pixally are categorized into two types, “Default” and “Custom”, based on their application method:

4.2.1 Default Automation

• Workflows that apply automatically to projects when their trigger conditions are met. When an automation is marked as "Default" during creation (using the Default Automation toggle), the system automatically adds it to all eligible projects without manual intervention
• Automatically applied to the primary event only when trigger conditions match
• Trigger conditions include both the selected event type and all specified services
• Runs immediately upon meeting trigger criteria without user action
• Displayed in the "Default" tab of the Automations module

4.2.2 Custom Automation

• Workflows that must be manually applied to specific events from the project details module
• Can be applied to any event within a project (not limited to only primary events)
• Once applied, all workflow action steps run automatically based on the configured conditions in the actions
• Displayed in the "Custom" tab of the Automations module
• The Manual Trigger option is available only for custom automations

4.3 Automation > Zero State

• When no automations have been created in the module, both the Default and Custom tabs display an empty state
• The empty state includes a message explaining that no automations exist yet and prompts the user to create their first automation using the “+ New Automation” CTA

Impact of No Automations (Default or Custom):

• All project tasks and workflow actions (sending emails, creating tasks, moving pipeline stages, and sending questionnaires) must be executed manually
• If no custom automations have been created, or if the created custom automations are not activated, then when the user tries to manually add to the project’s event, a pop-up will appear with the message: “No automations created yet. Create one custom automation with a manual trigger to activate it for this event.” The pop-up will include a “Create Automation” CTA that redirects users to create a new automation.
• If no custom automations have been created, or if the existing custom automations are inactive, the system shall display a pop-up when the user attempts to manually add to the project’s event.
  • The pop-up shall display the message: “No automations created yet. Create a custom automation with a manual trigger to activate it for this event.”
  • A “Create Automation” CTA shall be provided within the pop-up. Upon clicking this CTA, the user shall be redirected to the Create New Automation screen to configure and activate a custom automation.

4.3.1 Automation List View

The Automations module displays created automations in a tabular format with two tabs: Default and Custom.

Tab Structure:

• Default Tab: Displays all automations marked as default during creation
• Custom Tab: Displays all custom automations that require the user to add manually for an event
• For detailed field specifications, refer to Section - Click Here

4.4 Create New Automation

• The automation creation process begins when a user clicks the "+ New Automation" button from the Automations module listing page. This opens the automation builder interface, where users configure triggers, actions, and action conditions to create a workflow

4.4.1 Automation Builder Interface

Header Section:

• Automation Name: Editable text field displaying "Automation Name" as a placeholder; user can click to edit and enter a custom automation name
• Draft or Active: By default, shows "Draft" badge during creation
• View Tutorial: Link that, on click, opens a YouTube or Vimeo video tutorial explaining the automation creation process
• Default Automation Toggle: Toggle switch to mark automation as either default or custom. By default, it is toggled ON.
  • Toggle ON: Automation becomes a default automation (auto-applies to eligible projects’ Primary Event)
  • Toggle OFF: Automation becomes a custom automation (requires manual application)
  • The Info icon displays a tooltip explaining the difference
• Save Button: Saves the automation in draft state; automation is saved but will not execute. Refer - Click Here
• Activate Button: Makes the saved workflow live and functional; automation will begin monitoring trigger conditions and executing actions. Refer - Click Here

Triggers:

• A trigger is a predefined condition or event that initiates the execution of an automation workflow.
• It specifies the point at which the automation begins performing its configured actions.
• Each default Automation must include one trigger. The user can not activate the Automation without a trigger.

Trigger Configuration Process:

• User selects a trigger from the "Trigger Setup" panel on the right side of the automation builder
• The panel displays "What should trigger this workflow" with a list of 9 available trigger options

1. Lead form submitted
2. Contract signed
3. Proposal submitted
4. First payment made
5. Invoice paid in full
6. Event date
7. Event end date
8. Event status changed
9. Manual trigger (Disabled for Default Automation)

• Once a trigger is selected, it appears as a card in the workflow canvas
• For all triggers (except Lead Form Submitted and Manual Trigger), a "Filters" section appears below the trigger selection

Filters Section:

• Primary Event: A single-select dropdown used to choose the primary event type the automation applies to (e.g., Wedding, Birthday Party, Corporate Event). The dropdown will display all event types from all brands within the agency
  • Displayed for all triggers except Lead Form Submitted and Manual Trigger
  • Mandatory for all other triggers except Lead Form Submitted and Manual Trigger
• Services: Multi-select field displaying all services offered by the agency across all brands
  • Available options: Photography, Videography, Content Creation (based on the brand’s services)
  • The user can select multiple services
  • Displayed for all triggers except Lead Form Submitted and Manual Trigger
  • Mandatory for all other triggers except Lead Form Submitted and Manual Trigger
• Before/After Event Date Timing Selection Option
  • This option is displayed only when the “Event Date” or “Event End Date” trigger is selected.
  • Toggle options: "Before Event" or "After Event"
  • Input field: Numeric value (range 0-999)
  • Dropdown: Days / Weeks / Months
  • The toggle options, input field, and the days/weeks/months dropdown selections are required when using the “Event Date” or “Event End Date” triggers.
  • The system uses the selected options to determine when the trigger fires relative to the event date.
• Pipeline Stage Selection Option
  • This option is displayed only when the “Event Status Changed” trigger is selected.
  • A single-select dropdown is displayed, listing all available event pipeline stages of the agency (including any custom-created stages), except the Archive stage.
  • Specifies the pipeline stage to which the event must move for the trigger to execute.
  • The event status selection is mandatory when the “Event Status Changed” trigger is selected.

Trigger Matching Logic:

• The automation only applies when ALL of the following conditions are met:
  • The automation is active and not in draft status.
  • The selected trigger event occurs as per the defined criteria. Refer- Click Here
  • Filter Matching
    • The project's primary event matches the selected event type in filters (except for Lead Form Submitted and Manual Trigger)
    • ALL selected services in the Service Type filter exist on that Primary event (except for Lead Form Submitted and Manual Trigger)
    • For Event Date/Event End Date trigger: The before/after date timing condition is met
    • For Event Status Changed trigger: The event status is changed to the selected pipeline stage
• The workflow will be executed only if the project’s primary event matches, and that primary event includes all the services selected in the “Service Type” filter. If any selected service is missing, the trigger will not fire, even if the primary event matches.
• The trigger evaluation happens at the moment the trigger condition is met; it does not retroactively apply if events or services change later. Refer to the example scenarios below:
  • Assuming the automation trigger is set as “First Payment Made”, with the Primary Event = Wedding and Services = Photography + Videography, as soon as the client makes the first payment, the following scenarios may occur:
    • When the first payment is made, the system checks if all defined filter conditions are met — i.e., Primary Event = Wedding and Services = Photography + Videography. If all conditions match, the automation workflow will be triggered.
    • Once the workflow is triggered, if any of the applied services (e.g., Videography) are later removed, it will not affect the already triggered workflow. The automation will continue to remain valid and active.
    • If initially only the Photography service exists and Videography is added before the first payment is made, then at the time of the first payment, since both services are available, the workflow will trigger successfully.
    • If the first payment is already made when only the Photography service existed, and Videography is added after the payment, the workflow will not trigger, as the trigger condition was already passed when the filters did not fully match.
• To handle different service or event combinations, users need to create separate workflows. For example: one for Wedding + Photo + Video and another for Wedding + Photo only
• If a project includes multiple events, default workflows apply automatically based on the selected trigger to the selected primary event only
• To run separate workflows for each event within the same project, users must first set them up in automations, then manually apply them to individual event pages

Duplicate Trigger Warning:

• If a user selects the same trigger with the same primary event and services combination as an existing automation, a warning appears
• Warning message: "You've selected [Trigger Name] with [Primary Event Name] ([Service 1], [Service 2]). The workflow '[Automation Name]' already uses this exact trigger."
  • "In Pixally, multiple automations can run on the same project simultaneously, so both workflows will fire when this trigger occurs. This may result in duplicate emails, tasks, and questionnaires sent."
• On clicking the Activate button, a pop-up appears with the same warning and two action buttons:
  • "Continue Editing": Returns user to automation builder to modify trigger selection
  • "Keep Both": Proceeds with activating the automation despite a duplicate trigger.

4.4.2 Trigger Types

Each trigger represents a specific event or condition that initiates the automation workflow.

a. Lead Form Submitted

• This trigger activates when a potential client submits a lead form through the agency/brand’s website or shared link.

Trigger Firing Logic:

• Fires immediately when any lead form is submitted
• Applies universally to all lead form submissions, regardless of event type or services
• Automatically applies to the primary event created from the lead form submission
• Does not require event type or services filters matching

b. Client Contract Signed

• This trigger activates when a client signs the contract shared by the agency.

Trigger Firing Logic:

• Fires when all required signatures, as specified in the client contract, have been completed.
• Only applies if the project's primary event matches the selected event type in the filter, AND all selected services exist on that event
• Evaluates all filter conditions once all required clients have signed the contract.

c. Proposal Submitted

• This trigger activates when the client completes and submits a booking proposal along with the signed contract shared by the agency.

Trigger Firing Logic:

• Fires when a proposal is submitted along with the signed contract containing all required client signatures.
• Only applies if the project's primary event matches the selected event type in the filter, AND all selected services exist on that event
• Evaluates all filter conditions at the moment the proposal is submitted, along with the signed contract.

d. First Payment Made

• This trigger activates when the client makes their first payment toward the project, as per the payment schedule added in the invoice or proposal.

Trigger Firing Logic:

• Fires when the first payment is received from the client as per the payment schedule
• Only applies if the project's primary event matches the selected event type AND all selected services exist on that event
• Evaluates all conditions at the moment the first payment is recorded.

e. Invoice Paid in Full

• This trigger activates when the client has paid the entire invoice balance amount, marking the invoice as fully paid as per the payment schedule.

Trigger Firing Logic:

• Fires when an invoice is fully paid as per the payment schedule.
• Only applies if the project's primary event matches the selected event type AND all selected services exist on that event
• Evaluates conditions at the moment the invoice is fully paid by the client

f. Event Date

• This trigger activates on or relative to the configured event date based on the selected timing/delay conditions.

Trigger Firing Logic:

• Fires, according to the timing defined relative to the event date:
  • If "Before Event" is selected: Triggers the specified number of days/weeks/months BEFORE the event date
  • If "After Event" is selected: Triggers the specified number of days/weeks/months AFTER the event date
• Only applies if the project's primary event matches the selected event type, AND all selected services exist on that event, AND the timing condition is met
• Evaluates conditions at the moment the specified date is matched

g. Event End Date

• This trigger activates on or relative to the configured event end date based on the selected timing/delay conditions.

Trigger Firing Logic:

• Fires according to the timing defined relative to the event end date:
  • If "Before Event" is selected: Triggers the specified number of days/weeks/months BEFORE the event end date
  • If "After Event" is selected: Triggers the specified number of days/weeks/months AFTER the event end date
• Only applies if the project's primary event matches the selected event type, AND all selected services exist on that event, AND the timing condition is met
• Evaluates conditions at the moment the specified date is matched

h. Event Status Changed

• This trigger activates when the event’s pipeline stage is changed to a specific stage defined in the automation trigger’s pipeline stage filter.

Trigger Firing Logic:

• Fires when the event’s pipeline stage is changed to the selected stage
• Only applies if the project's primary event matches the selected event type, AND all selected services exist on that event, AND the event moves to the selected pipeline stage set in the filter
• Evaluates conditions at the moment the event’s pipeline stage is changed

i. Manual Trigger

• A trigger that requires manual execution from within the Project > Event details page. It does not fire automatically based on any event, services, or trigger condition.

Trigger Firing Logic:

• Must be manually applied by the agency user from the Project > Event Details > Automations section
• Only available for custom automations (when the Default Automation toggle is OFF)

4.5 Action Setup

After configuring the trigger, users define what actions the automation should execute when trigger conditions are met. Actions are the tasks that run automatically as part of the workflow

Action Configuration Process:

• After selecting a trigger, users can add actions by clicking the plus (+) button on the workflow canvas or the "Add Next Step" button
  • There is no limit to the number of actions a user can create for a single automation
• The "Action Setup" panel appears on the right side with the heading "Set what should happen next."
• Users select an action type from the predefined list of available actions
• Once an action is selected, additional configuration fields appear based on the action type
• Multiple actions can be added sequentially to create a multi-step workflow
• By default, actions execute when their individual delay/condition is satisfied, so they can complete out of order (e.g., step 1 completes, step 2 is skipped, step 3 completes). Top-to-bottom order applies only to actions whose delay is set to “after the previous action completed.”

Available Actions:

The system provides 4 action types:

1. Send Email - Sends an email to the client or contractor
2. Send Questionnaire - Sends a questionnaire to the client or contractor
3. Move to a Pipeline Stage - Changes the event's pipeline stage to a specified stage
4. Create a Task - Creates a task and assigns it to a team member or contractor.

Action Management:

• Actions can be reordered by dragging and dropping cards on the canvas
• Each action card has a kebab menu with options: Remove, Copy
  • Remove: Actions can be removed individually without affecting other steps in the workflow. Clicking “Remove” will delete the selected action from the automation flow.
  • Copy: Users can duplicate an existing action to create a similar step. The duplicated action will be added immediately after the current action with all the same settings applied.

4.5.1 Action Types

a. Send Email

• Sends an automated email to the selected option client or contractor based on a selected email template.

Configuration Fields:

“Who to send it to?”:

• Toggle option with two choices: Client or Contractor
• Client: Email is sent to the primary client associated with the project
• Contractor: Displays additional fields to specify which contractor service and role
  • Service dropdown: Photographer, Videographer, Content Creator (displays only services offered by the agency across all brands)
  • Role dropdown: Lead Shooter, Second Shooter, Drone Operator, Assistant
  • Note: This action will only run if the selected role exists on the project’s event. If the role isn't assigned, the step will be skipped

Which email template to use?:

• Dropdown displaying all published email templates from the agency; only published templates are available for selection
• If no templates exist, displays "Create Email Template" CTA button that opens the email template creation pop-up
• This field is mandatory; action cannot be saved without a template selection
• Preview Email button appears below the dropdown when a template is selected; opens the template in preview mode

When should we do it?:

• Defines the timing for when the email should be sent
• Three timing options: “Immediate”, “After”, “Before or after the event date”
• Timing configuration details covered in section 4.5.2, Refer - Click Here

b. Send Questionnaire

• Sends an automated questionnaire to the client or contractor based on a selected published questionnaire file

Configuration Fields:

Who to send it to:

• Toggle option with two choices: Client or Contractor
• Client: Questionnaire is sent to the primary client associated with the project
• Contractor: Displays additional fields to specify which contractor service and role
  • Service dropdown: Photographer, Videographer, Content Creator (displays only services offered by the agency across all brands)
  • Role dropdown: Lead Shooter, Second Shooter, Drone Operator, Assistant
  • Note: This action will only run if the selected role exists on the project. If the role isn't assigned, the step will be skipped.

Which file do you want to send:

• A dropdown displays only the published questionnaires from the agency, available for selection based on whether the Client or Contractor option is chosen.
  • When the Client option is selected, the dropdown will fetch Client Questionnaire templates. The system will then match each Questionnaire template’s Event Type with the Primary Event filter selected in the trigger setup, and only the matching templates will be displayed in the dropdown.
  • When the Contractor option is selected, the dropdown will fetch General Contractor Questionnaire templates.
• This field is mandatory; action cannot be saved without a questionnaire selection.
• The Preview File button appears below the dropdown when a questionnaire is selected; it opens the questionnaire in preview mode.

When should we do it?:

• Defines the timing for when the questionnaire should be sent
• Refer - Click Here

c. Move to a Pipeline Stage

• Automatically moves the event stage to a specified pipeline stage.

Configuration Fields:

Select destination stage:

• A single-select dropdown is displayed, listing all available event pipeline stages of the agency (including any custom-created stages), except the Archive stage.
• Mandatory field; must select a destination stage
• The event will be moved to this stage when the action executes
• Note: Any pipeline stage automation configured here in “Move to a pipeline stage” will override the default pipeline stage automation defined in the selected pipeline stage. This ensures that when the action executes, the system prioritizes the automation rules set at this configuration level over the default event stage–level pipeline settings.

When should we do it?:

• Defines the timing for when the pipeline stage change should occur
• Refer - Click Here

d. Create a Task

• Automatically creates a task and assigns it to a specified team member or contractor

Configuration Fields:

Task:

• Text input field for entering the task title
• Mandatory field; must provide task title
• Task title validation will be applied according to the task module

Assign task to:

• Dropdown with assignment options: Project Owner, Team Member, Photographer, Videographer, Content Creator
• Team Member: If selected, displays an additional "Select team member" dropdown
  • Shows the list of all team members (including the agency owner) from the agency
  • The task is assigned to the specifically selected team member
  • Note: If the chosen team member isn't part of the project, the task will automatically be reassigned to the project owner
• Project Owner: When this dropdown option is selected, and the automation is applied to a specific project’s events, the task is automatically assigned to the team member designated as the project owner. No additional selection is required.
• Photographer/Videographer/Content Creator: The dropdown displays only the services offered by the agency across all brands. When any of these options is selected, an additional dropdown appears to select the specific role.
  • Role dropdown: Lead Shooter, Second Shooter, Drone Operator, Assistant
  • When the automation is applied to the project’s events, the task is assigned to all contractors associated with that event under the selected service and role.

When should we do it?:

• Defines the timing for when the task should be created
• Refer - Click Here

4.5.1 Action Timing Configuration ("When should we do it?")

All actions require a timing configuration that determines when the action should execute after the trigger conditions are met. Users can select from three timing options:

1. Immediate

• The action executes immediately when the initial trigger conditions are met
• No delay between trigger activation and action execution

Configuration:

• No additional fields are required; the action fires as soon as the trigger event occurs

2. After

• The action executes after a specified time delay or until a specific event occurs.

Configuration Options:

The "After" timing has two sub-options: A) Set Time and B) Until

A. Set Time:

• Delays action execution by a specified duration from the previous action executed in the automation workflow (or trigger if it's the first action)
• Input field: Numeric value (range 0-999)
• Time unit dropdown: Days, Weeks, Months
• Example: If “5 Days” is selected, the action is triggered 5 days after the completion date of the previous step in the workflow.

B. Until:

• Delays action execution until a specific event occurs
• “Select event” dropdown with the options: Automation Activated, Previous Step Completed, Contract Signed, Questionnaires Submitted, First Payment is Made, Invoice Paid in full.

i. Automation Activated: Action runs after a specified time delay after the automation was applied to the project

• Displays additional input field (0-999) and time unit dropdown (Days/Weeks/Months)
• Example: If "5 Days" is selected, the action runs 5 days after the automation activation date

ii. Previous Step Completed: Action runs after a specified time delay after the previous action in the workflow completes

• Displays additional input field (0-999) and time unit dropdown (Days/Weeks/Months)
• Example: If "5 Days" is selected, the action runs 5 days after the previous activation date

iii. Contract Signed: Action runs when the contract is signed by the client or contractor.

• If the selected action is Send Email or Send Questionnaires, there are 2 options under “Who to send it” - Client and Contractor.
• If Client is selected in “Who to send it”: The action runs when the contract is signed by the client
• If Contractor is selected in “Who to send it”: The action runs when the service agreement is signed by the contractor, matching the role and service specified in "Who to send it to" configuration
• Exception for Move to Pipeline Stage and Create a Task actions: These action types do not have "Who to send it to" configuration. In this case, the system defaults to Client, meaning the action will only run after the contract is signed by the client.

iv. Questionnaire Submitted: Action runs when the questionnaire is submitted by the client or contractor.

• If the selected action is Send Email or Send Questionnaires, there are 2 options under “Who to send it” - Client and Contractor
• If Client is selected in “Who to send it”: The action runs when the questionnaire is submitted by the client
• If Contractor is selected in “Who to send it”: The action runs when the questionnaire is submitted by the contractor, matching the role and service specified in "Who to send it to" configuration
• Exception for Move to Pipeline Stage and Create a Task actions: These action types do not have "Who to send it to" configuration. In this case, the system defaults to Client, meaning the action will only run after the questionnaire is submitted by the client.

v. First Payment is Made: Action runs when the first payment is received from the client as per the payment schedule

• No additional configuration needed

vi. Invoice Paid in Full: Action runs when the invoice is fully paid by the client as per the payment schedule

• No additional configuration needed

3. Before or After the Event Date

• The action executes relative to the event date (either before or after).

Configuration:

• Toggle sub-options: Before Event or After Event
• Input field: Numeric value (range 0-999)
• Time unit dropdown: Days, Weeks, Months
• Label: "from the event date"

Before Event:

• Action executes the specified duration BEFORE the event date
• Example: If "5 Days" is selected, the action runs 5 days before the event date

After Event:

• Action executes the specified duration AFTER the event date
• Example: If "2 Weeks" is selected, the action runs 2 weeks after the event date

4.5.2 Timing Logic Notes:

• For the first action in the workflow, "After" timing with "Set Time" calculates the delay from the initial trigger activation
• For subsequent actions, "After" timing with "Set Time" calculates the delay from the previous action's completion
• "Until" options create conditional waits; if the specified event never occurs, the action remains pending indefinitely
• "Before or After Event Date" timing is calculated based on the project's event date field
• For Send Email and Send Questionnaire actions using "Until" with Contract Signed or Questionnaire Submitted, the "By" selection (Client/Contractor) is determined by the "Who to send it to" field in the action configuration
• For Move to Pipeline Stage and Create a Task actions using "Until" with Contract Signed or Questionnaire Submitted, the system always defaults to Client, as these actions do not have recipient configuration

4.6 Save and Activate Automation

Save as Draft

• Saves the automation configuration as a draft without making it live

Behavior:

• Clicking the "Save" button saves the current automation setup
• Automation status remains "Draft"
• The automation will NOT execute or monitor for trigger conditions
• Saved automations appear in the appropriate tab (Default or Custom) with a draft status (toggle off) indicator in the list view
• Users can return to edit the draft automation at any time
• No validation is required to save as a draft; partial configurations can be saved

Use Cases:

• Save work-in-progress automations for later completion
• Create automation templates for future use
• Review and test the configuration before activation

Activate with Validation

• Makes the automation live and functional, enabling it to monitor trigger conditions and execute actions

Validation Requirements:

Before activation, the system validates the following:

1. Automation Name: Must be provided (not empty)
2. Trigger Selection: At least one trigger must be selected and configured
3. Primary Event and Service Filters must be selected for all the triggers except Manual trigger and Lead Form Submitted trigger.
4. Action Configuration: At least one action must be added to the workflow
5. Mandatory Fields per Action:
   • Send Email: “Who to send it to”, “Which email template to use”, and “when we should do it” must be selected
   • Send Questionnaire: “Who to send it to”, “Which file you want to send” must be selected
   • Move to Pipeline Stage: “Select destination stage” must be selected
   • Create a Task: “Task name”, “Assign task to” must be provided, and the assignment option must be selected
6. Timing Configuration: "When we should do it" must be configured for each action.

Validation Failure:

• If any required field is missing, the system prevents activation
• Error display indicating which fields need completion
• User must complete all mandatory fields before activation is allowed

Successful Activation:

• Automation status changes to "Active"
• For default automations: System begins monitoring all eligible projects for trigger conditions to run the default automations
• For custom automations: Automation becomes available for manual application to the project event
• The active toggle switch in the automation list view reflects the active state
• Post-Activation users can deactivate the automation at any time using the status toggle in the list view

4.7 Delete and Duplicate Automations

4.7.1 Delete Automation from Module

Delete Flow:

User navigates to Automations module > Default or Custom tab

User clicks the kebab menu (three dots) on the automation row

User selects the "Delete" option, and the system displays a confirmation pop-up

Confirmation Modal:

Title: "Delete automation"

Message Line 1 (Only display if the automation is active in any project of the agency): "Any projects that currently have this automation active will continue to run."

Action Buttons:

"CANCEL" - Returns user to automation list without deleting

"DELETE" - Confirms deletion and proceeds

Deletion Behavior (For Default Automations):

Automation is permanently removed from the Automations module

Currently applied projects: Any projects where this automation is already active and running will continue to execute. All pending actions in those projects remain active and will be completed as scheduled.

Future applications: The automation will NOT apply to any new projects or future trigger events

Lead form integration: If the deleted automation was triggered by "Lead Form Submitted", it will no longer apply to new lead form submissions

For Custom Automations:

Automation is permanently removed from the Automations module

Currently applied projects: Any projects where this custom automation is already active will continue to execute. All pending actions remain active and will be completed as scheduled.

Manual application: The automation will no longer appear in the "Add Custom Automation" selection list when users attempt to manually add automations from Project Details > Automations section

Future applications: Cannot be applied to any new projects or events

Post-Deletion:

The system displays a success message on successful deletion

Automation is removed from the list view

User returns to the automation list (Default or Custom tab)

4.7.2 Duplicate Automation

Duplicate Flow:

User navigates to Automations module > Default or Custom tab

User clicks the kebab menu on the automation row and selects the "Duplicate" option

Duplication Behavior:

The system creates an exact copy of the selected automation with an identical configuration

Duplicated automation is automatically set to "Draft" status (inactive)

Duplicated automation appears in the same tab (Default or Custom) as the original

System displays success message: "Automation duplicated successfully"

Post-Duplication:

The user can click on duplicated automation to edit and modify settings

The user must activate the duplicated automation for it to become functional

Duplicated automation operates independently from the original

4.8 Impact on Project When Automation is Applied

4.8.1 Default Automation Application to Projects

Automatic Application Logic:

• Default automations are automatically applied to projects when trigger conditions & filters are matched
• For “Send Email” and “Send Questionnaire” actions:
  • If the selected email template contains smart fields and a signature, the automation will populate the smart fields using the data from the event on which the automation is applied.
  • The email signature used will be the brand signature of the user associated with the project’s event.
  • Similarly, for questionnaires, the system will use the event details of the project on which the automation is applied when sending the questionnaire.
• The system evaluates all active default automations and checks if the project's primary event and services match the automation's filter criteria.
• When an email or questionnaire is sent through an automation, it will be automatically logged in the Activity Center of the respective project for tracking and reference.
• Multiple default automations can be applied to the same project if their filter criteria match.
• If multiple automations have the same trigger and filter, they will all execute on the same project’s primary event simultaneously.

Visibility in Project Details:

• The automation will be visible in the project’s automation section only when the trigger condition is met
• Display shows: Automation name, "Default" badge, progress indicator "Step X of Y", and Event
• Status badge shows: "Started" (trigger conditions met and execution begun), or "Paused" (manually paused by user)

4.8.2 Custom Automation Application to Projects

Manual Application Process:

• Custom automations must be manually added by users from the Project Details > Automation section
• User clicks "+ Add" button, selects the target event, searches for the desired custom automation, and clicks "Select" to add it
• Once added, the custom automation is applied to the selected event and begins monitoring for its trigger conditions

Application Flexibility:

• Can be applied to any event in the project (not limited to primary events)
• Can be applied to the same event multiple times if needed
• Manual trigger automations can only be executed when the user manually triggers them from the project page, and they will execute actions based on the configuration of the custom automation

Visibility in Project Details:

• Applied custom automations appear in the Project Details > Automations section
• Display shows: Automation name, "Custom" badge, progress indicator "Step X of Y", and Event
• Status badge shows: "Started" (applied and monitoring/executing) or "Paused" (manually paused by user)
• For Manual Trigger automations, status shows "Started" once applied, but actions only execute when manually triggered

4.8.3 Automation Execution in Projects

Action Execution Flow:

• Once an automation is applied and its trigger conditions are met, actions begin executing based on their configured timing
• By default, actions execute when their individual delay/condition is satisfied, so they can complete out of order (e.g., step 1 completes, step 2 is skipped, step 3 completes). Top-to-bottom order applies only to actions whose delay is set to “after the previous action completed.
• Each action waits for its timing/delay condition to be satisfied before executing

Progress Tracking:

• Step completion count "Step X of Y" shows how many actions have been completed (X) out of total actions (Y)
• Completed actions are displayed with the timestamp when the action was executed successfully
• On hover, "Step X of Y" displays a tooltip showing the list of all upcoming actions

Multiple Automations on Same Project:

• Multiple automations (both default and custom) can run on the same project simultaneously
• If multiple automations share the same trigger (in by default automations) and filter conditions, all will fire when that trigger occurs, which may result in duplicate emails, tasks, questionnaires, or pipeline stage changes

4.8.4 Automation Management in Active Projects

Pause Automation:

• Users can pause an active automation from the kebab menu in Project Details > Automations section
• Pausing stops all pending/upcoming actions from executing
• Already completed actions remain unaffected
• Status changes to "Paused"

Resume Automation:

• Users can resume a paused automation from the kebab menu
• Resuming reactivates the monitoring and execution of pending actions
• Status changes to "Started"

Delete Automation:

• Users can delete an automation for a specific event from the project details > side menu automation section via the kebab menu
• Completed actions: Remain intact (emails sent, tasks created, pipeline stages moved, questionnaires sent)
• Pending Actions: Pending actions in the automation list will be immediately cancelled and will not execute
• Deletion only removes the automation from that specific project’s event; the automation remains active in the other events and can still be applied to the other projects’ events

View Details:

• Users can view detailed information about the automation by clicking "View Details" from the kebab menu
• Shows complete workflow (execution history), which actions are completed, which are coming next, action configurations, and timestamps (when the action is executed successfully) of the completed actions

5. Field Details & Validations

5.1 Automations List View (Default and Custom Tab)

Field Name

Type

Display Logic

Name

Text

Displays automation name with a sortable column header; clickable to open automation details

Trigger

Text

- Shows the trigger type (e.g., "Lead form submitted", "Contract Signed")

- Shows “Manual Trigger” in trigger type in Custom Tab

- Sortable column

Runs

Number

- Shows the count of how many times automation has been triggered successfully in the project’s events

- Sortable column

- Displays "0" if never run

Last Updated

Date/Time

- Displays the last modification/update date

- Sortable column

Status

Toggle + Badge

Toggle switch (Active/Inactive); badge displays "Active" when enabled and Inactive when disabled.

Allows users to activate/deactivate automation directly from the list

Kebab Menu

Kebab action

Options: Duplicate, Delete

5.3 Common Elements (Both Tabs)

Field Name

Type

Display Logic

Tab Selector

Toggle

- Two tabs: "Default" and "Custom"

- On click, the tab will be selected and its respective listing will be displayed

Search Bar

Text Input

Searches on automation names

New Automation

Button

On click opens the screen opens to create a new automation

Pagination

N/A

Refer - Click Here

6. Success Message Handling

Action/Event

Success Message

Automation saved as draft

"Automation saved as draft successfully."

Automation activated successfully

"Automation '[Automation Name]' has been activated successfully."

Automation updated successfully

"Automation '[Automation Name]' has been updated successfully"

Automation duplicated

"Automation duplicated successfully."

Automation was deleted from the module

"Automation '[Automation Name]' has been deleted successfully"

Custom automation added to the project/event

"Automation ‘[Automation Name]' has been added to [Event Name] successfully."

Automation paused on the project

"Automation '[Automation Name]' has been paused"

Automation resumed in the project

"Automation '[Automation Name]' has been resumed"

Automation was deleted from the project

"Automation '[Automation Name]' has been removed from this project."

Manual trigger executed

"Automation '[Automation Name]' has been triggered successfully"

7. Error Message Handling

Field/Action

Validation Scenario

Error Message

Automation Name

Empty/Not provided

"Please enter an automation name."

Automation Name

Exceeds character limit

"Automation name cannot exceed [X] characters"

Trigger Selection

No trigger selected on activation

"Please select a trigger to activate this automation."

Primary Event Filter

Not selected (for applicable triggers)

"Please select a primary event type."

Services Filter

Not selected (for applicable triggers)

"Please select at least one service."

Before/After Event Timing

No timing option selected (Event Date/Event End Date triggers)

"Please select whether this trigger should fire before or after the event date."

Before/After Event Timing

Input field empty

"Please enter the number of days, weeks, or months."

Before/After Event Timing

Invalid numeric input (outside 0-999 range)

"Please enter a valid number between 0 and 999."

Before/After Event Timing

Time unit not selected

"Please select a time unit (Days, Weeks, or Months)"

Pipeline Stage Filter

Not selected (Event Status Changed trigger)

"Please select a pipeline stage."

Action Configuration

No actions added on activation

"Please add at least one action to activate this automation."

Send Email - Who to send it to

Not selected

"Please select who should receive this email."

Send Email - Contractor Role

Not selected when Contractor is chosen

"Please select a contractor role."

Send Email - Contractor Service

Not selected when Contractor is chosen

"Please select a service type."

Send Email - Template Selection

No template selected

"Please select an email template."

Send Email - Timing Configuration

"When should we do it?" not configured

"Please configure when this email should be sent."

Send Questionnaire - Who to send it to

Not selected

"Please select who should receive this questionnaire."

Send Questionnaire - Contractor Role

Not selected when the Contractor is chosen

"Please select a contractor role."

Send Questionnaire - Contractor Service

Not selected when Contractor is chosen

"Please select a service type."

Send Questionnaire - File Selection

No questionnaire selected

"Please select a questionnaire file."

Send Questionnaire - Timing Configuration

"When should we do it?" not configured

"Please configure when this questionnaire should be sent."

Move to Pipeline Stage - Destination Stage

Not selected

"Please select a destination pipeline stage."

Move to Pipeline Stage - Timing Configuration

"When should we do it?" not configured

"Please configure when the pipeline stage should change."

Create a Task - Task Name

Empty/Not provided

"Please enter a task name."

Create a Task - Task Name

Invalid characters or format

"Task name contains invalid characters"

Create a Task - Assignment

Not selected

"Please select who this task should be assigned to."

Create a Task - Team Member

Not selected when the Team Member option is chosen

"Please select a team member."

Create a Task - Contractor Role

Not selected when Photographer/Videographer/Content Creator is chosen

"Please select a contractor role."

Create a Task - Timing Configuration

"When should we do it?" not configured

"Please configure when this task should be created."

Action Timing - After (Set Time)

Input field empty

"Please enter the number of days, weeks, or months."

Action Timing - After (Set Time)

Invalid numeric input (outside 0-999 range)

"Please enter a valid number between 0 and 999."

Action Timing - After (Set Time)

Time unit not selected

"Please select a time unit (Days, Weeks, or Months)"

Action Timing - After (Until)

No event selected

"Please select an event condition."

Action Timing - After (Until) - Automation Activated

Input field empty

"Please enter the number of days, weeks, or months after automation activation."

Action Timing - After (Until) - Automation Activated

Invalid numeric input

"Please enter a valid number between 0 and 999."

Action Timing - After (Until) - Previous Step

Input field empty

"Please enter the number of days, weeks, or months after the previous step."

Action Timing - After (Until) - Previous Step

Invalid numeric input

"Please enter a valid number between 0 and 999."

Action Timing - Before/After Event Date

Toggle option not selected

"Please select whether the action should occur before or after the event date."

Action Timing - Before/After Event Date

Input field empty

"Please enter the number of days, weeks, or months."

Action Timing - Before/After Event Date

Invalid numeric input (outside 0-999 range)

"Please enter a valid number between 0 and 999."

Action Timing - Before/After Event Date

Time unit not selected

"Please select a time unit (Days, Weeks, or Months)"

Activation

General validation failure

"Please complete all required fields before activating this automation."

Delete Automation

Server error during deletion

"Unable to delete automation. Please try again."

Add Custom Automation to Project

No event selected

"Please select an event to add this automation."

Add Custom Automation to Project

No automation selected

"Please select an automation to add."

Add Custom Automation to Project

No active custom automations available

"No active custom automations available. Please activate an automation first or create a new one."

Manual Trigger Execution

Trigger fails to execute

“Something went wrong.”

Network/Server Errors

Connection timeout

“Something went wrong.”

8. Edge Cases

Scenario

Expected Behavior

Primary Event Changed After Automation Applied

- Already applied automations continue to run regardless of the primary event change

- The automation does not retroactively check or re-evaluate filter criteria after initial start

- All pending actions in the applied automation will continue to execute based on their configured timing

- Automations are evaluated and applied only at the moment the trigger condition is met. Once applied, they persist independent of subsequent changes

New Services Added to Primary Event After Automation Applied

- Existing applied automation continues to run unchanged

- New services do not affect already-applied automations

- Other default automations waiting for different service combinations will NOT retroactively apply even if the new services now match their criteria

- Only future trigger events will evaluate the new service combination

New Events Added to Project After Automation Applied

- Adding new events does not affect existing applied automations.

- Default automations only apply to the primary event at the moment their trigger fires

- If a new event is added and becomes the primary event, existing automations on the old primary event continue to run

- New default automations will only apply to the new primary event when their specific triggers fire in the future

Multiple Automations with Different Triggers Applied to the Same Event

- Automations run independently based on their respective trigger conditions

Multiple Automations with Same Triggers Applied to Same Event

- All automations fire simultaneously when the trigger condition occurs

- This results in duplicate actions: multiple emails sent, multiple tasks created, multiple questionnaires sent, multiple pipeline stage movements

Combination of Default and Custom Automations Applied to the Same Event

- All automations (default and custom) run concurrently and independently

- No priority system; all execute when their respective conditions are met

9. Acceptance Criteria

• Automation (Concept): A workflow runs configured actions when a single trigger’s conditions are met, executing steps per action rules to remove manual work.
• Default vs Custom: Default auto-applies to eligible projects’ primary event upon trigger match; Custom is manually applied to any event and can offer a Manual Trigger.
• Zero State: When no automations exist, both tabs show an empty state with + New Automation; attempts to add custom automation from the project prompt a “Create Automation” CTA if none/ inactive.
• List View: Automations appear in a table split into Default and Custom tabs.
• Create New Automation: “+ New Automation” opens the builder with name, status, default-toggle, tutorial, Save (draft), and Activate controls.
• Trigger Setup: One trigger required; filters (Primary Event, Services) mandatory except for Lead Form Submitted and Manual; timing and pipeline filters appear only for relevant triggers; duplicate trigger combos warn before activation.
• Trigger Types:
  • Lead Form Submitted: Fires for any submission; no filters; applies to the created primary event.
  • Contract Signed / Proposal Submitted / First Payment / Invoice Paid: Fires at event time if primary event + all selected services match.
  • Event Date / End Date: Fires before/after based on configured offset.
  • Event Status Changed: Fires when the event moves to the selected pipeline stage.
  • Manual: Only for Custom; runs when manually triggered on the event.
• Actions (Types): Send Email, Send Questionnaire, Move to Stage, Create Task; unlimited steps; steps can be reordered, removed, or copied.
• Action Timing (“When should we do it?”): Immediate, After (Set Time / Until event), or Before/After Event Date; “Until” waits on specified business events; if the event never occurs, the step stays pending.
• Timing Notes: First action delays from trigger; subsequent actions delay from prior action completion; “By Client/Contractor” resolution follows “Who to send it to”; stage/task defaults to Client for contract/questionnaire waits.
• Save vs Activate: Save keeps Draft (no execution, no validation); Activate validates name, trigger, required filters, at least one action, and all mandatory fields/timing before going live.
• Delete & Duplicate (Module): Delete removes the automation from the module, but already-applied projects continue running pending steps; Duplicate creates an identical Draft in the same tab, independent of the original.
• Default Automation → Project: Auto-applies when trigger+filters match; visible in project only after trigger fires; shows name, “Default” badge, event, and Step X of Y with status Started/Paused.
• Custom Automation → Project: Manually added per event; can be applied multiple times; Manual Trigger executes only when fired by user; shows name, “Custom” badge, event, Step X of Y, Started/Paused.
• Execution in Projects: Actions run when their individual timing is satisfied (may complete out of order unless chained “after previous”); progress shows timestamps and upcoming steps; multiple automations can run simultaneously and may duplicate outputs.
• Managing Active Automations: Pause stops pending steps; Resume restarts monitoring; Delete (per event) cancels pending steps but keeps completed ones and leaves other projects/events unaffected; View Details shows history, next steps, configs, and timestamps.

10. Dependencies

Module/System

Dependency Type

Impact if Unavailable

Email Templates Module

Data Dependency

Cannot select or send email templates in "Send Email" action; action creation blocked without published templates

Questionnaire Module

Data Dependency

Cannot select or send questionnaires in "Send Questionnaire" action; action creation is blocked without published questionnaires

Pipeline/Stage Management

Data Dependency

Cannot select destination stages in "Move to Pipeline Stage" action or Event Status Changed trigger

Project Module

Functional Dependency

Cannot apply automations to projects; no trigger evaluation possible; automations cannot execute

Event Management

Functional Dependency

Cannot evaluate primary event and services filters; cannot determine trigger conditions

Contract Module

Functional Dependency

"Contract Signed" trigger cannot fire; "Until Contract Signed" timing condition cannot be evaluated

Proposal Module

Functional Dependency

"Proposal Submitted" trigger cannot fire

Payment/Invoice Module

Functional Dependency

"First Payment Made" and "Invoice Paid in Full" triggers cannot fire; related timing conditions cannot be evaluated

Lead Form Module

Functional Dependency

"Lead Form Submitted" trigger cannot fire

Task Management Module

Functional Dependency

Cannot create tasks via the "Create a Task" action

Team Members/Users Module

Data Dependency

Cannot assign tasks to specific team members; cannot identify the project owner or contractors

Services Configuration

Data Dependency

Cannot display or filter by services; trigger matching logic fails

Event Types Configuration

Data Dependency

Cannot display or filter by event types; trigger matching logic fails

Date/Time System

System Dependency

Cannot evaluate Event Date/Event End Date triggers; cannot calculate Before/After timing conditions

Notification System

Integration Dependency

Emails and questionnaires may not be delivered to recipients

Authentication/Permissions

System Dependency

Users cannot access or manage automations; cannot apply/trigger workflows

11. References

• Figma Link (Automation Module) - Click Here
• Figma Link (Project Details) - Click Here