Automation Builder - Configuration Guide

---

Overview

The Automation Builder is a visual workflow automation tool that enables no-code creation of event-driven processes. Automations consist of triggers (events that start the workflow) and actions (operations performed when triggered), connected in a visual flow with support for branching logic and loops.

Automation Builder Capabilities

---

Prerequisites

Before creating automations, ensure:

• User has appropriate permissions for Automation Builder module
• Source entities exist for record-based triggers/actions
• Forms exist if using form submission triggers
• Email templates configured if using send email actions

---

Section 1: Automation Concepts

1.1 Automation Structure

Every automation follows this basic structure:

[Trigger] -> [Action 1] -> [Action 2] -> ... -> [End]
                 |
           [Branch Logic]
              /    \
         [Yes]     [No]

1.2 Initial Nodes

When creating a new automation, the flow starts with:

1.3 Automation Statuses (Run History)

---

Section 2: Trigger Types

2.1 Available Triggers

Navigation: Automation Builder -> New Automation -> Select Trigger

2.2 Trigger Configuration Fields

2.3 Schedule Trigger Configuration

Navigation: Trigger Setup -> Schedule Trigger

Interval Types

---

Section 3: Action Types

3.1 Available Actions

Navigation: Automation Flow -> Add Action -> Select Action

3.2 Record Actions Configuration

Create Record Action

Update Record Action

Delete Record Action

3.3 AI-Driven Action Configuration

AI Action Types

AI Models Available

---

Section 4: Condition Builder

4.1 Condition Operators

Navigation: Branch Configuration -> Add Condition

4.2 Condition Conjunctions

4.3 Appointment Condition Fields

For appointment/scheduling automations:

---

Section 5: Branch Configuration

5.1 Branch Types

5.2 Branch Operators

5.3 Branch Constraints

5.4 Branch Labels

---

Section 6: Dynamic Field Support

6.1 Plus Button Supported Fields

Fields that support dynamic value insertion:

6.2 Formula Field Configuration

Formulas use mention syntax for field references:

Trigger Character: { (open brace)

Example Formula: {Amount} * {Quantity} * 0.1

---

Section 7: Fee Definition (Permitting)

7.1 Fee Structure

For permit fee calculations:

7.2 Example Fee Configuration

{
  name: 'Building Fee',
  type: 'Quantity',
  taxFormula: '{0.10} * {Amount}',
  discountFormula: 'IF({Quantity} > 500, {amount} * 0.9, {amount})'
}

---

Section 8: Permitting Solution Patterns

8.1 Application Submission Workflow

Trigger: Form Submitted Use Case: When applicant submits permit application

[Form Submitted]
    -> [Create Record in Permit Entity]
    -> [Update Status to "Submitted"]
    -> [Send Email to Applicant]
    -> [Send Email to Reviewer]
    -> [End]

Configuration:

8.2 Review Status Change Workflow

Trigger: Record Matches Condition Use Case: When reviewer updates review status

[Record Matches Condition: Review Status = "Approved"]
    -> [IF All Reviews Approved]
        -> [Update Permit Status to "Ready for Issuance"]
        -> [Send Email to Applicant]
    -> [ELSE]
        -> [Log Status Change]
    -> [End]

Condition Configuration:

8.3 Inspection Scheduling Workflow

Trigger: Record Updated Use Case: When permit status changes to "Ready for Inspection"

[Record Updated: Permit Status]
    -> [IF Status = "Ready for Inspection"]
        -> [AI Action: Determine Inspection Type]
        -> [Create Record in Inspections Entity]
        -> [Send Email to Inspector]
        -> [Send Email to Applicant]
    -> [End]

8.4 Expiration Warning Workflow

Trigger: Scheduled Event Use Case: Daily check for expiring permits

[Schedule Trigger: Daily at 8:00 AM]
    -> [Find Records: Permits expiring in 30 days]
    -> [Repeat for each record]
        -> [Send Email: Expiration Warning]
        -> [Update Record: Warning Sent = true]
    -> [End]

Schedule Configuration:

8.5 AI-Powered Determination Workflow

Trigger: Process Evaluation Completes Use Case: After AI evaluation of permit application

[Process Evaluation Completes]
    -> [AI Action: Evaluate Compliance]
    -> [IF AI Determination = "Approved"]
        -> [Update Record: Status = "AI Approved"]
        -> [Create Record in Approvals Entity]
    -> [ELSE IF AI Determination = "Denied"]
        -> [Update Record: Status = "AI Denied"]
        -> [Send Email: Denial Notification]
    -> [ELSE]
        -> [Update Record: Status = "Manual Review Required"]
        -> [Send Email to Reviewer]
    -> [End]

8.6 Multi-Department Review Routing

Trigger: Record Created Use Case: Route new permit to appropriate review departments

[Record Created: Permit]
    -> [AI Action: Determine Required Reviews]
    -> [IF Zoning Required]
        -> [Update Field: Zoning Review Status = "Pending"]
    -> [IF Building Required]
        -> [Update Field: Building Review Status = "Pending"]
    -> [IF Health Required]
        -> [Update Field: Health Review Status = "Pending"]
    -> [Send Email: Assignment Notifications]
    -> [End]

---

Section 9: Testing and Publishing

9.1 Testing Automations

1. Click Test in the automation editor
2. Provide sample trigger data
3. Review step-by-step execution
4. Verify expected outcomes

9.2 Run History Monitoring

Navigation: Automation -> Run History

9.3 Error Handling

When automations fail:

1. Check Run History for error details
2. Review node-by-node execution
3. Verify field mappings and conditions
4. Test with sample data

---

Troubleshooting

Common Issues

Trigger Not Firing

Check:

1. Trigger conditions are correctly configured
2. Entity/Form IDs are valid
3. User has permissions on source entity
4. Automation is published (not draft)

Action Fails with "Record Not Found"

Check:

1. Record ID reference is valid
2. Record exists in the entity
3. Using correct field for record identification

Email Not Sending

Check:

1. Email template exists
2. Recipient field is populated
3. Email service is configured
4. Valid email addresses

Branch Conditions Not Evaluating

Check:

1. Field names match exactly
2. Operators are appropriate for field type
3. Values are in correct format
4. AND/OR logic is correct

---

Code Reference

Source Files

---

This guide is aligned with the automation-builder-app codebase as of December 2025.