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FAQ: Automations

Answers to frequently-asked questions about automations

Updated this week

The basics

How do I create an automation?

Learn how to create an automation here. Once you've created an automation, be sure to activate it so that it starts triggering in projects.


Why should I use automations?

Automations help you save time, clear mental space, and focus on your client work. They allow you to automate specific actions in client projects–such as sending files and emails, creating tasks, and moving pipeline stages–at the trigger and timing of your choice.

If you find yourself manually taking the same action at the same time, across multiple projects–it might be time to create an automation to take care of that work for you.


Conditional logic

Is conditional logic (if/then) supported in automations?

Yes! Learn more about adding conditional logic to your automations here.


How does the system know when to follow the "No" path?

When you didn't set a timeframe
The validation is immediate. When the automation reaches the condition step, it will immediately check if the condition was met or not.


When you set a timeframe
Once the automation reaches the condition step, it starts waiting. If the condition is met during that time, the automation immediately proceeds to the "Yes" path, even if the timeframe hasn't completed. If the timeframe passes and the condition was never met, the automation proceeds to "No."


Automations in projects

What are automation runs?

Automation runs are all of the instances of an automation triggering in projects. Learn more about automation runs here.


Can multiple automations be active in a project at once?

Yes, multiple automations can be active in a project at once. So long as the trigger criteria is met for an automation, the automation will “run” in a project.

📚 Tip

For more control over what automations will run in what projects, set the specific project type(s) that the automation will trigger in. Learn more here.


Can a singular automation run multiple times in a project?

If an automation can run multiple times in a project depends on the automation's trigger.

An automation will run only once per project if the trigger is:

  • Contact form submitted

  • Lead form submitted

  • Project start time

  • Project end time

  • Session scheduled

  • Session start time

  • Session end time

An automation can run multiple times per project if the trigger is:

  • File is completed

  • Questionnaire submitted

  • First payment paid

  • Invoice paid in full

  • Contract signed (first required client signature)

  • All signatures signed (required signatures)

  • Project stage changed (if moved more than once to the same stage)

  • Tags added to project

  • Manual trigger

These triggers can be triggered more than once, every time the criteria of the trigger is met.


Troubleshooting

I'm seeing an error with my automation–what does the message mean and how can I fix it?

When you’re looking at an active automation in a project, there are three possible errors that can appear.

  • Error message: No participants in the workspace

    • What it means: This error will appear if an automation has been triggered in a project that has no participants and a file or email attempted to send

      • The automation will stop in the project at this point, with no additional actions taking place

    • To fix: Add participants to the project and ensure the automation trigger is met again

      • Or, add participants to the project and manually take the actions

  • Error message: Email template is missing

    • What it means: This error will appear if an email template associated with an action was deleted while an automation was running in a project

      • The automation will stop in the project, with no additional actions taking place

    • To fix: Manually take the additional actions in the project

  • Error message: File template is missing

    • What it means: This error will appear if a file template associated with an action was deleted while an automation was running in a project

      • The automation will stop in the project, with no additional actions taking place

    • To fix: Manually take the additional actions in the project

  • Error message: Pipeline stage is missing

    • What it means: This error will appear if a pipeline stage associated with an action was deleted while an automation was running in a project

      • The automation will stop in the project, with no additional actions taking place

    • To fix: Manually take the additional actions in the project

  • Error message: Automation failed

    • What it means: An unexpected error occurred while trying to run the automation in the project

      • The automation will stop in the project, with no additional actions taking place

    • To fix: Manually take the additional actions in the project


Why can't I select files or tasks for a condition step?

The options (e.g. files) selectable for a condition depend on the previous automation steps. For example, if you select the “File was viewed” condition and a file was not sent earlier through the automation, no files will be selectable.

If needed, you can add a previous action step to your automation.


Why is my automation not running in projects?

Check out this resource for comprehensive troubleshooting steps.


Still have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!