Creating and Editing Automations

Administrators create Automations to automate business processes by executing predefined tasks when records meet specific criteria. This page explains how to access the Automations module, create new Automations with appropriate evaluation and rule criteria, edit existing Automations, and manage Automation lifecycle through activation, cloning, and deletion.

Requirements

To create, edit, and manage Automations, users must be assigned a Security Role with the following permissions: Administrator System Role Only administrators can access the Automations module, view the Automations Home page, create new Automations, edit existing Automation configurations, add or modify Automation Tasks, activate or deactivate Automations, clone Automations, and delete Automations. Standard users, partner users, and customer portal users cannot view or interact with Automation configuration regardless of their other permissions.

Accessing the Automations Module

Navigating to Automations Home Page

1. From the portal, click the Setup icon to access the Setup Home page
2. In the left navigation menu, expand Create
3. Click Automations

The Automations Home page displays all Automations configured in your portal.

Understanding the Automations Home Page

The Automations Home page provides a centralized view of all Automations with tools for finding, creating, and managing automation rules: List View Selector: A dropdown at the top of the page (displaying "All Records" by default) controls which Automations are displayed. List views may include default views or custom views created by administrators to filter Automations by entity, active status, or other criteria. Search: A text search field that filters the Automations list by name. This is the fastest way to locate specific Automations in environments with many entries. The search filters results in real-time as you type. New Button: Initiates the Automation creation flow. Clicking New opens the entity selection screen where administrators choose which entity the Automation will monitor. Automations List: A table displaying all Automations visible under the current list view or search filter. Each row includes:

• Actions — Edit opens the Automation detail page for modification; Delete permanently removes the Automation after confirmation
• Name — The Automation's label; clicking opens the Automation detail page
• Description — Optional description added during configuration
• Entity — The entity the Automation monitors and acts upon
• Active — Indicates whether the Automation is currently enabled and evaluating records

Alphabetical Filters: Letter filters may appear above the list to quickly jump to Automations starting with specific letters. Sorting: Click column headers to sort the list in ascending or descending order by Name, Description, Entity, or Active status.

Creating New Automations

Step 1: Selecting the Entity

1. On the Automations Home page, click New
2. In the Entity dropdown, select the entity this Automation will monitor

The entity dropdown displays all available Magentrix entities including:

• Standard entities (User, Account, Contact, Opportunity, Lead, etc.)
• Custom entities created for your organization
• Integrated CRM objects from Salesforce or Microsoft Dynamics

Important: The entity cannot be changed after proceeding past this step. To select a different entity, you must cancel and start over. After selecting an entity, the system displays Available Automation Tasks showing which task types can be used with this entity:

• Email Alerts — Available for all entities
• New Follow — Available for entities with feed tracking enabled
• New Feed/Message — Available for entities with feed tracking enabled
• New Activity Task — Available for entities with activity tracking enabled
• New Course Assignment — Available for User entity only
• New Group Member — Available for User and User Journey entities
• Change Security Role — Available for User Journey entity only
• Send Slack Message — Available for all entities (requires Slack Integration)

3. Review the available task types to confirm the entity supports your workflow requirements
4. Click Next to proceed to Automation configuration

Step 2: Configuring General Information

After selecting the entity, configure the Automation's basic properties:

Name (Required)

Enter a unique, descriptive name for the Automation. Use clear naming conventions that identify the entity, trigger condition, and primary action. Examples of effective Automation names:

• "User - Created - Send Welcome Email"
• "Opportunity - Stage Changed to Closed Won - Notify Team"
• "MDF Request - Approved - Assign Next Steps"
• "Partner - Certification Expired - Send Renewal Reminder"

Automation names must be unique within your Automations list. Descriptive names help administrators quickly locate relevant Automations and understand their purpose without opening configuration details.

Entity (Read-Only)

Displays the entity selected in Step 1. This field cannot be modified after creation. If you need to change the entity, you must create a new Automation.

Active Checkbox

When checked, the Automation begins evaluating records immediately after saving. When unchecked, the Automation is saved in draft form but does not execute. Best Practice: Leave this checkbox unchecked during initial configuration. Test the Automation thoroughly with sample records before activating to ensure criteria and tasks work as intended.

Description (Optional)

Enter a detailed description explaining:

• The business purpose of this Automation
• What workflow problem it solves
• Any special considerations or dependencies
• When it should trigger and what it should accomplish

Comprehensive descriptions help future administrators understand Automation logic and maintain configurations months or years after initial creation.

Step 3: Configuring Evaluation Criteria

Evaluation Criteria determine when the system evaluates records to see if the Automation should trigger. Select one of three options:

Created

The Automation evaluates only when a new record is created. The Automation does not evaluate on subsequent updates to the record. Use this option when:

• Welcome emails should be sent only once when users are created
• Initial onboarding tasks should be assigned at user activation
• Deal registration notifications should occur only at submission time
• First-time setup workflows should run once at record creation

Created, and every time updated

The Automation evaluates when a record is created AND again whenever the record is updated, regardless of what changed or whether criteria were previously met. Use this option when:

• Notifications should be sent every time specific fields change
• Task assignments should occur on every status modification
• Audit trails should log all record modifications
• Stakeholders need awareness of all updates regardless of prior notifications

Warning: This option may result in repeated task execution if records are frequently updated while continuing to match rule criteria. Users may receive multiple notifications for the same record if updates occur repeatedly.

Created, and any time updated which previously did not meet the criteria

The Automation evaluates when a record is created and whenever an update causes the record to transition from not meeting rule criteria to meeting rule criteria. This prevents repeated triggering when records are updated multiple times while continuing to match criteria. Use this option when:

• Status change notifications should occur once when status transitions (not on every subsequent update while in that status)
• Milestone-based workflows should trigger when milestones are first reached
• Approval workflows should run once when approval conditions are met (not repeatedly)
• Role changes should occur once when journey completion criteria are satisfied

Best Practice: This is the most commonly used evaluation option because it prevents notification fatigue and repeated task execution while ensuring Automations respond to all significant state transitions.

Step 4: Configuring Rule Criteria

Rule Criteria define what conditions must be true for the Automation to execute its tasks. Choose one of two configuration modes:

Option A: Criteria Are Met (Filter-Based Rules)

Use standard field-based filtering for straightforward business rules based on field values, picklist selections, date comparisons, or numeric thresholds.

Building Filter Criteria

1. For each condition, configure three components:

Field — Select a field from the entity (Status, Owner, Created Date, numeric fields, text fields, lookup relationships, etc.) Operator — Choose an operator appropriate for the field type:

• Text fields: equals, not equal to, contains, does not contain, starts with
• Picklist fields: equals, not equal to, includes, excludes
• Numeric fields: equals, not equal to, less than, greater than, less or equal, greater or equal
• Date fields: equals, not equal to, less than, greater than, less or equal, greater or equal
• Checkbox fields: equals (true/false)
• Lookup fields: equals, not equal to

Value — Enter or select the value to compare against. The input method depends on field type (text entry, picklist selection, date picker, user lookup, etc.)

2. Click Add Filter to add additional filter rows as needed

3. Configure Filter Logic to control how multiple filters combine:

Default behavior: All filters must be true (implicit AND logic) Custom Filter Logic: Enter expressions using row numbers and logical operators:

• 1 AND 2 — Both conditions 1 and 2 must be true
• 1 OR 2 — Either condition 1 or 2 must be true
• (1 AND 2) OR 3 — Conditions 1 and 2 must both be true, OR condition 3 must be true
• 1 AND (2 OR 3) — Condition 1 must be true AND either 2 or 3 must be true

Example Filter Configuration

Filter criteria for "Notify partner manager when deal is approved":

• Filter 1: Status equals "Approved"
• Filter 2: Deal Amount greater than 10000
• Filter Logic: 1 AND 2

This Automation triggers only when deals are approved AND exceed $10,000 in value.

Validation Requirements

• Filter Logic must reference only existing row numbers
• Parentheses must balance correctly
• Row numbers must match actual filter rows
• Invalid logic prevents Automation from saving

Option B: Formula Evaluates to True (Formula-Based Rules)

Use custom formula expressions for complex conditional logic that cannot be expressed through simple filters. Formulas must return true (trigger automation) or false (do not trigger).

Building Formula Criteria

1. Click Insert Field to add entity field references using merge field syntax: {!FieldName}

2. Click Functions to access formula functions organized by category:

Formula Validation

• Formulas must return boolean (true/false) values
• Field references must exist on the entity
• Function names and parameter counts must be correct
• Syntax errors prevent Automation from saving
• Test formulas with diverse data scenarios before activating

When to Use Formulas

• Calculations involving multiple fields (revenue per user, days until expiration)
• Nested conditional logic (if X then check Y, else check Z)
• Date-based conditions relative to today (expiring soon, overdue, anniversary)
• Role-based conditions checking organizational hierarchy
• Text pattern matching beyond simple "contains" filtering
• Cross-field comparisons (Field A greater than Field B)

See the Formulas documentation for complete syntax reference, available functions, and formula best practices.

Step 5: Saving the Automation

After configuring Evaluation Criteria and Rule Criteria:

1. Review all settings for accuracy
2. Click Save to create the Automation

If Active checkbox is checked: The Automation begins evaluating records immediately If Active checkbox is unchecked: The Automation is saved but does not execute. You can add tasks, test configuration, and activate later. After saving, you are directed to the Automation Detail page where you can add Automation Tasks.

Editing Existing Automations

Opening an Automation for Editing

From Automations Home Page:

1. Navigate to Setup → Create → Automations
2. Locate the Automation using list views or search
3. Click the Automation's name or click the Edit action in the Actions column

From Automation Detail Page:

1. If already viewing an Automation's detail page, click Edit at the top of the page

The Automation Edit page displays all configurable settings including Name, Active status, Description, Evaluation Criteria, Rule Criteria, and the list of Automation Tasks.

Modifying Automation Settings

On the Automation Edit page, you can modify:

Name: Update the Automation's label. Names must remain unique within your Automations list.

Active Status: Check or uncheck the Active checkbox to enable or disable the Automation. Deactivating an Automation stops it from evaluating records and executing tasks without deleting the configuration.

Description: Update or add detailed notes explaining the Automation's purpose and business logic.

Evaluation Criteria: Change when the system evaluates records (Created, Created and every update, Created and qualifying updates). Changing evaluation criteria affects when the Automation triggers for future record changes but does not retroactively affect existing records.

Rule Criteria: Modify filter rows, filter logic, or formula expressions defining when tasks should execute. Changes take effect immediately after saving for all future evaluations.

Entity: The entity cannot be changed after initial creation. To apply Automation logic to a different entity, you must create a new Automation and optionally delete the original.

Activating and Deactivating Automations

To Activate an Automation

1. Open the Automation for editing
2. Check the Active checkbox
3. Click Save

The Automation begins evaluating records immediately according to its Evaluation Criteria.

To Deactivate an Automation

1. Open the Automation for editing
2. Uncheck the Active checkbox
3. Click Save

The Automation stops evaluating records and executing tasks. The configuration remains intact and can be reactivated at any time.

When to Deactivate Automations

• Before bulk data imports or migrations to prevent performance issues
• When business processes change and automation is no longer appropriate
• Temporarily while troubleshooting workflow problems
• During testing of alternative automation approaches
• When referenced resources (templates, courses, groups) are being updated

Managing Automation Tasks

Adding Tasks

1. From the Automation Detail page, scroll to the Automation Tasks section
2. Click New
3. Select the task type (Email Alert, Course Assignment, Follow, Feed/Message, Activity, Group Member, Change Security Role, Slack Message)
4. Click Next and configure task-specific settings
5. Click Save

The task appears in the Automation Tasks list and will execute when the Automation triggers.

Editing Tasks

1. From the Automation Detail page, locate the task in the Automation Tasks list
2. Click the task name to open it
3. Modify task configuration (sequence, recipients, content, assignments, etc.)
4. Click Save

Changes take effect immediately for future Automation executions.

Deleting Tasks

1. From the Automation Detail page, locate the task in the Automation Tasks list
2. Click the Delete action for the task
3. Confirm deletion

The task is permanently removed from the Automation. Deleted tasks cannot be recovered.

Reordering Tasks

1. Open each task for editing
2. Modify the Sequence number
3. Save each task

Tasks execute in ascending sequence order (lower numbers run first). Tasks with the same sequence number may execute in any order relative to each other. See individual task documentation pages for detailed configuration instructions for each task type.

Cloning Automations

Cloning creates a duplicate Automation with identical configuration that can be modified independently.

To Clone an Automation

1. Navigate to the Automation Detail page for the Automation you want to duplicate
2. Click Clone at the top of the page
3. The system creates a new Automation with:
   • The same entity
   • The same evaluation criteria
   • The same rule criteria
   • The same tasks with identical configurations
   • Inactive status (regardless of original status)
   • A name appended with "- Clone" or a number
4. Edit the cloned Automation to:
   • Update the name
   • Modify criteria as needed
   • Adjust task configurations
   • Activate when ready

When to Clone Automations

• Creating similar Automations for different entities with comparable workflow logic
• Testing alternative criteria or task configurations without disrupting production Automations
• Building variations for different user segments or organizational divisions
• Maintaining backup configurations before making significant changes to active Automations
• Deploying proven Automation patterns across multiple business processes

Deleting Automations

Deleting permanently removes an Automation and all its associated tasks.

To Delete an Automation

From Automations Home Page:

1. Locate the Automation in the list
2. Click the Delete action in the Actions column
3. Confirm deletion in the prompt

From Automation Detail Page:

1. Open the Automation
2. Click Delete at the top of the page
3. Confirm deletion in the prompt

Important Considerations

• Deleted Automations cannot be restored
• All associated tasks are permanently removed
• The Automation immediately stops evaluating records and executing tasks
• Historical records affected by the Automation are not modified
• Users who previously received notifications or assignments from the Automation retain those records

Before Deleting Automations

1. Verify the Automation is no longer needed for any business process
2. Check if other workflows or stakeholders depend on Automation execution
3. Document the business logic in case similar functionality is needed in the future
4. Consider deactivating instead of deleting if you might need the configuration again
5. Export or screenshot the configuration for reference before deletion

Understanding Automation Execution

When Automations Evaluate Records

Active Automations evaluate records during save operations according to their Evaluation Criteria:

User Interface Save Actions: When users click Save on record detail pages, the system checks all active Automations associated with that entity and evaluates criteria for each.

Bulk Operations: When administrators perform bulk updates, imports, or data migrations, Automations evaluate affected records according to their Evaluation Criteria. Some task types have bulk operation limitations (Follow tasks do not execute when bulk operations affect more than 200 records).

API Operations: When external systems create or update records via API integration, Automations evaluate those records following the same criteria logic as manual user operations.

Workflow Rule Operations: When other automation or workflow tools modify records, those changes may trigger Automation evaluation depending on Evaluation Criteria configuration.

Task Execution Sequence

When an Automation's criteria are met, tasks execute in ascending sequence order:

1. The system identifies all tasks associated with the Automation
2. Tasks are sorted by their Sequence number (lowest to highest)
3. Each task executes in order, completing before the next task begins
4. If a task fails (due to permission errors, invalid configuration, or missing resources), subsequent tasks may still execute depending on error type

Best Practices for Sequencing

• Assign sequence numbers in increments of 10 (10, 20, 30) to allow easy insertion of tasks between existing steps
• Run Change Security Role tasks early if subsequent tasks depend on new permissions
• Execute data updates or calculations before email notifications that reference those values
• Create Activity tasks before sending assignment notifications
• Run critical tasks with lower sequence numbers so they complete even if later tasks encounter errors

Execution Timing and Performance

Immediate Execution: Automations execute during the record save transaction. Tasks run immediately when criteria are met, typically completing within seconds.

Performance Considerations: Complex formulas, large recipient lists, and multiple tasks may extend execution time slightly. Most Automations complete so quickly that users do not notice any delay during record save operations.

Email Delivery: Email Alert tasks create email messages immediately, but actual delivery depends on external email service timing and recipient server availability. Users may experience brief delays between record save and email receipt.

Bulk Operation Performance: When performing operations affecting many records simultaneously (imports, mass updates), Automation execution multiplies across all affected records. Consider temporarily deactivating Automations before bulk operations to maintain system performance.

Best Practices

Test Before Activating: Always create Automations in inactive state and test thoroughly with sample records before enabling for production use. Verify that Evaluation Criteria trigger at correct times, Rule Criteria accurately identify target records, and tasks execute with proper recipients, content, and assignments.

Use Descriptive Names: Name Automations clearly to identify entity, trigger condition, and primary action at a glance. Consistent naming conventions help administrators manage growing automation libraries and quickly locate relevant configurations during troubleshooting.

Document Business Logic: Use Description fields extensively to explain why Automations exist, what business problems they solve, and any special considerations. Document filter logic reasoning and formula calculation purposes. Future administrators will appreciate detailed context months or years after initial creation.

Start with Simple Criteria: Begin with straightforward filter-based Rule Criteria before attempting complex formulas. Simple criteria are easier to test, troubleshoot, and maintain. Move to formula-based criteria only when filter logic cannot express the required business rules.

Monitor Evaluation Criteria Impact: Choose Evaluation Criteria carefully to balance responsiveness with efficiency. "Created, and any time updated which previously did not meet the criteria" prevents notification fatigue in most scenarios. "Created, and every time updated" may overwhelm users with repeated notifications if records update frequently.

Plan for Maintenance: Remember that Automations require ongoing maintenance as business processes evolve. When updating email templates, courses, groups, or security roles, review and update dependent Automations. When retiring old processes, deactivate or delete associated Automations promptly.

Review Filter Logic Carefully: When using multiple filter rows with custom Filter Logic, test thoroughly with diverse data scenarios. Complex logic expressions with nested parentheses and multiple operators can produce unexpected results. Validate that Automations trigger only for intended records.

Consider User Experience: Design Automations from the recipient's perspective. Ensure notification timing makes sense, email content provides value, and task assignments include sufficient context. Avoid excessive automation that overwhelms users with messages, assignments, and notifications.

Troubleshooting

Automation Not Triggering: If an Automation does not trigger when expected, verify it is active, Evaluation Criteria match the record change pattern (created vs. updated), Rule Criteria accurately identify target records, and the entity configuration supports required task types. Test criteria with known matching records.

Automation Triggers Too Often: If an Automation triggers more frequently than intended, review Evaluation Criteria (change from "every time updated" to "qualifying updates") and Rule Criteria (add additional filters to narrow matching records). Check Filter Logic for unintended OR conditions that broaden criteria.

Criteria Not Matching Expected Records: If Rule Criteria do not match records you expect, test filter operators (ensure "equals" vs. "contains" is correct), verify field values match exactly (including case sensitivity for text fields), check Filter Logic for correct boolean logic, and test formulas with sample data to ensure they return expected results.

Cannot Save Automation: If you cannot save Automation configuration, verify Name is unique, Filter Logic references only existing row numbers, formula syntax is valid with balanced parentheses, and all required fields are completed. Check for validation error messages indicating specific problems.

Entity Cannot Be Changed: The entity is fixed after initial creation and cannot be modified. To apply Automation logic to a different entity, clone the Automation if possible, create a new Automation on the correct entity, configure identical criteria and tasks, and delete the incorrect Automation if no longer needed. See Troubleshooting Automations documentation for additional problem resolution guidance.

Related Documentation

Supporting Resources:

• Email Templates
• Formulas

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