Almox Automations

This page covers the automation builder, how to create, configure, and run an automation in Almox.

Building an automation

1. Navigate to Automation in your left sidebar and click New Automation.

2. Give it a name that describes what it does (e.g. "Onboard new website clients" or "Kick off retainer projects").

3. Pick a trigger. Choose from the list, task completed, form submitted, contract signed, invoice paid. Configure any specifics: which form, which contract template, etc. If you leave the specifics open, the trigger fires for any of that type.

4. Add actions. Click Add Action and pick what should happen. You can chain multiple actions in order. Each action has its own configuration, which board to add a task to, which message to send, which form to assign.

5. Use trigger context in actions. Action fields support placeholders like {client.name} or {invoice.amount} that get replaced with real values when the automation runs. So "Welcome, {client.name}, your project is starting today" gets personalized automatically.

6. Save and turn it on. Toggle the automation to Active. From now on, every time the trigger fires, the actions run.

Testing before going live

Before you flip an automation on for all clients, test it with your test client (see Test run). Run through the trigger event yourself, sign a test contract, submit a test form, and watch the actions execute. Adjust as needed before clients are involved.

What you can see when it runs

For each automation, the Run history tab shows every time it fired, what triggered it, what actions ran, and whether they succeeded. For failed runs, you can see the specific action that failed and why.

Pausing or editing

Pause an automation any time it's misbehaving or seasonally not needed. Paused automations don't fire on triggers but keep their configuration so you can turn them back on.

You can edit an automation while it's active, changes take effect for the next run, not retroactively. Past runs aren't re-executed with the new logic.

Deleting

Delete an automation from its page. Past run history is kept for the audit trail, but the automation itself is gone.