Workflow Automation

Automate your marketplace operations with powerful workflow rules.

Overview

Workflow Automation in Automatum allows you to create automated actions triggered by marketplace events. Reduce manual work, ensure consistency, and respond to events in real-time.

Use Cases:

Auto-notify team when high-value deals close
Create tasks when contracts are expiring
Send welcome emails to new customers
Update CRM records automatically
Escalate failed metering events
Generate renewal offers automatically

How Workflows Work

┌─────────────────┐     ┌─────────────────┐     ┌─────────────────┐
│   Trigger       │     │   Conditions    │     │   Actions       │
│   (Event)       │────▶│   (Filters)     │────▶│   (What to do)  │
└─────────────────┘     └─────────────────┘     └─────────────────┘
        │                       │                       │
        │   Contract            │   Value >             │   Send Slack
        │   Accepted            │   $100K               │   + Create Task
        └───────────────────────┴───────────────────────┘

Trigger: Event that starts the workflow
Conditions: Optional filters to narrow scope
Actions: What happens when triggered

Creating Workflows

Step 1: Navigate to Workflows

Go to Settings > Workflows
Click Create Workflow

Step 2: Configure Trigger

Select what event triggers the workflow:

Private Offer Events:

private_offer.created - New offer created
private_offer.sent - Offer email sent
private_offer.viewed - Customer viewed offer
private_offer.accepted - Customer accepted offer
private_offer.expired - Offer expired
private_offer.cancelled - Offer cancelled

Contract Events:

contract.created - New contract activated
contract.expiring - Contract expiring soon
contract.expired - Contract has expired
contract.renewed - Contract renewed
contract.cancelled - Contract cancelled

Customer Events:

customer.created - New customer registered
customer.updated - Customer info changed
customer.churned - Customer cancelled all contracts

Metering Events:

metering.submitted - Usage reported
metering.confirmed - Usage confirmed
metering.failed - Usage report failed

Revenue Events:

revenue.milestone - Revenue milestone reached
revenue.daily_summary - Daily revenue summary

Step 3: Add Conditions (Optional)

Filter when the workflow should run:

Condition Builder:

json

{
  "conditions": [
    {
      "field": "value",
      "operator": "greater_than",
      "value": 100000
    },
    {
      "field": "vendor",
      "operator": "equals",
      "value": "aws"
    }
  ],
  "logic": "AND"
}

Available Operators:

equals - Exact match
not_equals - Not matching
greater_than - Numeric comparison
less_than - Numeric comparison
contains - String contains
not_contains - String doesn't contain
in - Value in list
not_in - Value not in list
is_empty - Field is empty
is_not_empty - Field has value

Step 4: Configure Actions

Add one or more actions to execute:

Notification Actions:

Send email
Send Slack message
Send Microsoft Teams message
Send webhook
Send in-app notification

CRM Actions:

Create/update Salesforce record
Create/update HubSpot record
Log activity

Task Actions:

Create task
Assign to user
Set due date
Add to project

Data Actions:

Update record
Create record
Tag/label item

Custom Actions:

Call external API
Execute custom script
Trigger another workflow

Step 5: Save and Activate

Name your workflow
Add description
Click Save
Toggle Active to enable

Example Workflows

High-Value Deal Alert

Trigger: private_offer.accepted

Conditions:

Value > $100,000
Vendor = AWS

Actions:

Send Slack to #sales-wins:

🎉 Big Win Alert!
{{customerName}} accepted ${{value}} deal
Product: {{productName}}

Send email to sales-leadership@company.com
Create Salesforce opportunity
Create celebration task

Configuration:

json

{
  "name": "High-Value Deal Alert",
  "trigger": "private_offer.accepted",
  "conditions": {
    "logic": "AND",
    "rules": [
      { "field": "value", "operator": "greater_than", "value": 100000 },
      { "field": "vendor", "operator": "equals", "value": "aws" }
    ]
  },
  "actions": [
    {
      "type": "slack",
      "channel": "#sales-wins",
      "message": "🎉 Big Win! {{customerName}} - ${{value}}"
    },
    {
      "type": "email",
      "to": ["sales-leadership@company.com"],
      "template": "high-value-deal"
    },
    {
      "type": "salesforce_create",
      "object": "Opportunity",
      "mapping": {
        "Name": "{{customerName}} - {{productName}}",
        "Amount": "{{value}}",
        "StageName": "Closed Won"
      }
    }
  ]
}

Contract Renewal Reminder

Trigger: contract.expiring

Conditions:

Days until expiry = 90

Actions:

Create task for account owner
Send email to customer success
Create draft renewal offer

json

{
  "name": "90-Day Renewal Reminder",
  "trigger": "contract.expiring",
  "conditions": {
    "rules": [
      { "field": "daysUntilExpiry", "operator": "equals", "value": 90 }
    ]
  },
  "actions": [
    {
      "type": "create_task",
      "title": "Renewal conversation: {{customerName}}",
      "assignTo": "account_owner",
      "dueDate": "+7 days",
      "priority": "high"
    },
    {
      "type": "email",
      "to": ["{{accountOwnerEmail}}"],
      "template": "renewal-reminder-internal"
    },
    {
      "type": "create_draft_offer",
      "basedOn": "current_contract",
      "adjustments": {
        "duration": 12,
        "discount": 0
      }
    }
  ]
}

Metering Failure Escalation

Trigger: metering.failed

Conditions:

Retry count > 3

Actions:

Send Slack to #engineering-alerts
Create urgent task
Send email to technical team

json

{
  "name": "Metering Failure Escalation",
  "trigger": "metering.failed",
  "conditions": {
    "rules": [
      { "field": "retryCount", "operator": "greater_than", "value": 3 }
    ]
  },
  "actions": [
    {
      "type": "slack",
      "channel": "#engineering-alerts",
      "message": "🚨 Metering failure: {{customerName}} - {{dimension}}\nError: {{errorMessage}}"
    },
    {
      "type": "create_task",
      "title": "URGENT: Fix metering for {{customerName}}",
      "assignTo": "engineering_lead",
      "dueDate": "today",
      "priority": "urgent"
    }
  ]
}

New Customer Onboarding

Trigger: customer.created

Actions:

Send welcome email
Create onboarding tasks
Notify customer success
Add to onboarding sequence

json

{
  "name": "New Customer Onboarding",
  "trigger": "customer.created",
  "actions": [
    {
      "type": "email",
      "to": ["{{customerEmail}}"],
      "template": "welcome-email"
    },
    {
      "type": "create_task_series",
      "tasks": [
        {
          "title": "Schedule kickoff call",
          "dueDate": "+1 day"
        },
        {
          "title": "Send onboarding resources",
          "dueDate": "+2 days"
        },
        {
          "title": "Check-in call",
          "dueDate": "+14 days"
        }
      ],
      "assignTo": "customer_success"
    },
    {
      "type": "slack",
      "channel": "#new-customers",
      "message": "👋 New customer: {{customerName}}"
    }
  ]
}

Variables & Templates

Available Variables

Use these variables in your actions:

Customer Variables:

- Customer company name
- Customer email
- Automatum customer ID
- AWS Account ID
- Azure Tenant ID

Offer Variables:

- Private offer name
- Offer ID
- Contract value
- Contract duration (months)
- Marketplace (aws/azure)
- Product name

Contract Variables:

- Contract ID
- Contract start date
- Contract end date
- Days until expiration

User Variables:

- Account owner name
- Account owner email
- Who created the record

Date Variables:

- Current timestamp
- Today's date
- Tomorrow's date

Date Math

Use relative dates:

+1 day - Tomorrow
+7 days - One week from now
+30 days - One month from now
-1 day - Yesterday
end_of_month - Last day of current month
end_of_quarter - Last day of current quarter

Conditional Content

Include conditional content in templates:

{{#if value > 100000}}
This is a high-value deal requiring executive approval.
{{else}}
Standard deal processing applies.
{{/if}}

Testing Workflows

Test Mode

Test workflows before activating:

Go to Workflows > Select workflow
Click Test
Provide sample data
Review actions that would execute
Check for errors

Dry Run

Run workflow without executing actions:

bash

POST /api/workflows/:id/test
Authorization: Bearer YOUR_API_KEY
Content-Type: application/json

{
  "dryRun": true,
  "testData": {
    "customerName": "Test Company",
    "value": 150000,
    "vendor": "aws"
  }
}

Execution Logs

View workflow execution history:

Go to Workflows > Select workflow
Click Execution History
See:
- Trigger event
- Conditions evaluated
- Actions executed
- Errors/failures
- Timestamps

Managing Workflows

Enable/Disable

Toggle workflows on/off:

Go to Workflows
Find workflow
Toggle Active switch

Or via API:

bash

PUT /api/workflows/:id
Authorization: Bearer YOUR_API_KEY
Content-Type: application/json

{
  "active": false
}

Duplicate Workflow

Copy existing workflow:

Go to Workflows > Select workflow
Click Duplicate
Modify as needed
Save with new name

Delete Workflow

Remove workflow:

Go to Workflows > Select workflow
Click Delete
Confirm deletion

WARNING

Deleting a workflow cannot be undone. Consider disabling instead.

Version History

Track workflow changes:

Go to Workflows > Select workflow
Click Version History
View previous versions
Restore if needed

Advanced Features

Chaining Workflows

Trigger one workflow from another:

json

{
  "actions": [
    {
      "type": "trigger_workflow",
      "workflowId": "workflow_456",
      "passData": true
    }
  ]
}

Delays

Add delays between actions:

json

{
  "actions": [
    {
      "type": "email",
      "template": "welcome"
    },
    {
      "type": "delay",
      "duration": "2 days"
    },
    {
      "type": "email",
      "template": "follow-up"
    }
  ]
}

Rate Limiting

Prevent workflow overload:

json

{
  "settings": {
    "maxExecutionsPerHour": 100,
    "throttleAction": "queue"
  }
}

Error Handling

Configure error behavior:

json

{
  "errorHandling": {
    "onError": "continue",
    "retryCount": 3,
    "notifyOnFailure": ["admin@company.com"]
  }
}

API Reference

List Workflows

bash

GET /api/workflows
Authorization: Bearer YOUR_API_KEY

Create Workflow

bash

POST /api/workflows
Authorization: Bearer YOUR_API_KEY
Content-Type: application/json

{
  "name": "My Workflow",
  "trigger": "private_offer.accepted",
  "conditions": {...},
  "actions": [...],
  "active": true
}

Get Workflow

bash

GET /api/workflows/:id
Authorization: Bearer YOUR_API_KEY

Update Workflow

bash

PUT /api/workflows/:id
Authorization: Bearer YOUR_API_KEY
Content-Type: application/json

{
  "name": "Updated Workflow",
  "active": true
}

Delete Workflow

bash

DELETE /api/workflows/:id
Authorization: Bearer YOUR_API_KEY

Get Execution History

bash

GET /api/workflows/:id/executions
Authorization: Bearer YOUR_API_KEY

Best Practices

Start simple - Begin with basic workflows, add complexity later
Test thoroughly - Use test mode before activating
Monitor execution - Review logs regularly
Document workflows - Add clear descriptions
Use naming conventions - Consistent naming helps management
Set up alerts - Get notified of failures
Review periodically - Audit workflows quarterly

Troubleshooting

Workflow Not Triggering

Verify workflow is active
Check trigger event matches
Review condition logic
Check execution logs
Verify event is occurring

Actions Not Executing

Check action configuration
Verify credentials (API keys, etc.)
Review error messages in logs
Test action manually
Check rate limits

Wrong Recipients/Data

Review variable syntax
Check field mappings
Verify data in trigger event
Test with sample data

Next Steps

Need Help?

Contact hello@automatum.io for workflow assistance.

Workflow Automation ​

Overview ​

How Workflows Work ​

Creating Workflows ​

Step 1: Navigate to Workflows ​

Step 2: Configure Trigger ​

Step 3: Add Conditions (Optional) ​

Step 4: Configure Actions ​

Step 5: Save and Activate ​

Example Workflows ​

High-Value Deal Alert ​

Contract Renewal Reminder ​

Metering Failure Escalation ​

New Customer Onboarding ​

Variables & Templates ​

Available Variables ​

Date Math ​

Conditional Content ​

Testing Workflows ​

Test Mode ​

Dry Run ​

Execution Logs ​

Managing Workflows ​

Enable/Disable ​

Duplicate Workflow ​

Delete Workflow ​

Version History ​

Advanced Features ​

Chaining Workflows ​

Delays ​

Rate Limiting ​

Error Handling ​

API Reference ​

List Workflows ​

Create Workflow ​

Get Workflow ​

Update Workflow ​

Delete Workflow ​

Get Execution History ​

Best Practices ​

Troubleshooting ​

Workflow Not Triggering ​

Actions Not Executing ​

Wrong Recipients/Data ​

Next Steps ​

Need Help? ​

Workflow Automation

Overview

How Workflows Work

Creating Workflows

Step 1: Navigate to Workflows

Step 2: Configure Trigger

Step 3: Add Conditions (Optional)

Step 4: Configure Actions

Step 5: Save and Activate

Example Workflows

High-Value Deal Alert

Contract Renewal Reminder

Metering Failure Escalation

New Customer Onboarding

Variables & Templates

Available Variables

Date Math

Conditional Content

Testing Workflows

Test Mode

Dry Run

Execution Logs

Managing Workflows

Enable/Disable

Duplicate Workflow

Delete Workflow

Version History

Advanced Features

Chaining Workflows

Delays

Rate Limiting

Error Handling

API Reference

List Workflows

Create Workflow

Get Workflow

Update Workflow

Delete Workflow

Get Execution History

Best Practices

Troubleshooting

Workflow Not Triggering

Actions Not Executing

Wrong Recipients/Data

Next Steps

Need Help?