Features

Automation — Workflow Engine

The Automation module lets agencies define trigger-based rules that execute automatically when business events occur. It replaces the manual follow-up checklist that every agency relies on but rarely maintains.

Free: Automation hidden entirely
Studio: Automation unlocks — 3 active workflows, 200 runs/month, run history log
Higher plates: caps scale up (Sales 10/500, Growth 25/2,000, Full Loop 50/10,000, Agency 100/25,000)

Triggers

Trigger	When it fires
deal_stage_change	A deal moves to any stage (configurable: from/to stage)
lead_converted	A lead is converted to a contact and deal
no_activity_days	A deal sits without any new activity for cfg.days days (hourly cron)
task_overdue	A task crosses its due_date and is still not done (hourly cron)
task_assigned	A task is assigned to a user
bill_approved	An AP bill is approved
invoice_overdue	An invoice crosses its due date unpaid (hourly cron)

Actions

Action type	What it does
create_task	Creates a task in a chosen project (requires one — tasks.project_id NOT NULL)
notify_user	In-app notification (honours user notification preferences)
send_email	Sends an email via the connected Gmail/Outlook channel (Resend fallback)
update_field	Updates a deal field; skips with no_deal_context on non-deal triggers
create_project	Creates a project, linked to the triggering deal when present
create_deal	Creates a deal, linked to the triggering contact when present
add_tag	Adds a tag to the triggering contact / lead
log_activity	Logs a note activity on the triggering deal / contact (supports {{tokens}})

User-facing behavior

Workflow list (/crm/automation): Active and inactive workflows with name, trigger type, action count, last run, status toggle.
Create workflow: Select trigger, configure conditions (from/to stage for deal triggers), add actions in order. A Template Gallery row offers 6 one-click starter recipes that pre-fill name + trigger + action + conditions.
Activate/deactivate: Toggle without deleting.
Run History (Studio, automation:workflow-logs): Accordion list of recent executions below the workflow list. Shows time, trigger type, entity link, run status. Expanding shows per-action results.

Run history schema

Each workflow execution creates a row in workflow_runs and per-action rows in workflow_run_actions.

Field	Meaning
trigger_type	deal_stage_change or lead_converted
trigger_entity_id	UUID of the deal or lead that triggered the run
status	started, completed, partial, or failed
metadata	e.g. { fromStage, toStage, dealTitle }

Important: Workflow logging is non-blocking — if the log write fails, the actions still complete. The monthly automation:runs allowance is a different thing and it does block: it is checked before any action runs, so an org that has spent its allowance has its workflows skipped entirely (nothing fires, nothing is logged, nothing is metered) until the next calendar month or an upgrade.

Technical reference