Automation
Found in: Settings > AutomationThe Automation enables you to set up rules that trigger specific actions automatically based on predefined events or conditions within the Syncontrol platform.
This feature helps you save time, reduce manual effort, and ensure that important tasks are never missed. Instead of performing the same steps repeatedly, you can let the system do the work for you.
For example, you can:
Automatically send an email notification when a new booking is created.
Assign a technician automatically when a job request is submitted.
Trigger another automation rule when a particular workflow step is completed.
By using automation, your operations become faster, more reliable, and consistent — allowing your team to focus on more important work while the system handles routine actions in the background.
In this guide, you will learn how to view, create, and manage Automation Rules to streamline processes by automatically performing actions based on specific events and conditions within the system.
Let’s get started 🚀
Navigation
Step 1: Log in to your Syncontrol account and click Settings from the top navigation bar.
Step 2: From the dropdown menu, select Automation → New Automation Rule.
Step 3: You will be directed to the Automation page, which displays all existing automation rules in a structured table format.
If no rules exist yet, you’ll need to create one (see the “Create a New Automation” section).
The Automation List shows all defined automations with their event triggers, conditions, and actions. You can search, filter, or edit existing automation rules as needed.
Automation List – Fields and Description
| Ref. | Field | Description |
|---|---|---|
| 1 | Title | Displays the name or short description of the automation rule. Titles help you identify what each automation does (e.g., “Send email on submission”). |
| 2 | When (Event) | Defines the trigger event that starts the automation. Examples include Inspection submitted, Submission PDF generated, or New document uploaded. |
| 3 | If (Condition) | Specifies the condition that must be met for the automation to run. For example, Always or Workflow Step Code = lab_test_prepare. |
| 4 | Equals to (Value) | Defines the exact value that matches the condition. This is used when the automation is tied to a specific workflow code or status. |
| 5 | Then (Action) | Describes what happens when the event and condition are met. Common actions include Send Email or Run Automation. |
| 6 | Template | Indicates the email or message template used when the action is executed. Templates standardize communication and ensure consistency. |
| 7 | Automation | Displays any linked or nested automation triggered by the current rule. This allows complex workflows where one automation triggers another. |
| 8 | Lists the recipient’s email address or the defined recipient type (e.g., specific user email or Recipient placeholder). |
Use the search and filter options at the top to quickly find automation rules by title, event, or condition.
Create a New Automation
You can create new automation rules to define custom workflows and actions within the system.
Step 1: From the Automation List page, click Create Automation at the top-right corner.
Step 2: The New Automation Rule form will open. Fill out the fields as described below:
| Ref. | Field | Description |
|---|---|---|
| 1 | Title (Required) | Enter a descriptive title for the automation rule (e.g., Inspection Submission Email). |
| 2 | WHEN (Event) | Choose the system event that triggers this rule. Examples include: “Booking created,” “Technical Folder Created,” “Inspection submitted,” or “Workflow Process created.” |
| 3 | IF (Condition) | Select when this rule should run. You can choose Always, or add a condition based on “Supplier,” “User Type,” “Workflow Step Code,” “Entity Type,” or “Service Type.” |
| 4 | THEN (Action) | Choose the action to be performed when the condition is met. Options include: “Send Email,” “Send Report,” “Run Automation,” or “AI Notification.” |
When you select a value in any field, the available options in the following fields may change automatically. For example, choosing a specific Event under the WHEN field will update the available Conditions and Actions to match that event type. Similarly, selecting a different Condition or Action may display new related options or input fields based on your selection.
After completing the form, click Create to save the automation rule. Your newly created rule will now appear in the Automation List table.
Example: Automatically send an email when a new booking is created.
WHEN: Booking created
IF: Always
THEN: Send email
This rule ensures that every time a booking is created, an automatic email notification is sent to the designated recipients.
Manage Automation Rules
You can manage existing automation rules to keep your workflows organized and effective. This includes updating rules to match new requirements or removing those that are no longer needed. Regular management ensures your automations stay accurate and relevant.
Edit Automation Rule
You can edit an existing automation rule to change its events, conditions, or actions. This helps you keep your automated processes aligned with any updates in your workflow or business operations.
Step 1: On the Automation List page, find the automation rule you want to edit and click its title to open the details page.
Step 2: Update the necessary fields and click Save to apply your changes.
Delete Automation Rule
You can delete an automation rule if it is no longer required or has become outdated. Deleting unused rules helps maintain a clean and efficient automation setup within the system.
Step 1: Go to Settings → Automation and locate the automation rule you want to remove.
Step 2: Click the rule to open its details.
Step 3: Scroll to the bottom and click the Delete Automation button.
After clicking on the “Delete Automation” button, the rule will be permanently removed from the system.