Automations

Set up events that create tasks, spend warehouse stock, or reassign an order on their own — no manual work by the team.

Overview

Automations run pre-configured actions in response to an event in the project — no human involved. Open Settings → Automations in the project sidebar. Managing automations requires the Edit project permission.

Every automation has three parts:

• Event — what has to happen for the automation to fire.
• Condition — narrows the event to a specific case (for example, a specific order status). Some events have no condition at all.
• Actions — what to run once the condition is met. There can be several; they run in the order they were added.

The available actions and condition depend on the chosen event — some actions (warehouse ones, for example) only make sense where the event is actually tied to an order.

Creating an automation

Click Add on the automations page.

1. Enter a name — it only exists to tell automations apart in the list and in the order journal.
2. Pick an event.
3. Fill in the condition, if the event has one.
4. Click Add action and configure each action.

The Save button becomes available only once the condition and every required action parameter is filled in — Configo won't let you save an automation that could never fire.

Events

Order status changed

Fires when an order transitions into the status set in the Order status condition. Every action is available — both warehouse and task ones.

If the project has several funnels, the statuses in the condition are grouped by funnel, and the selected one is labelled with its funnel. Moving an order into a status of another funnel is also a transition into that status, so the automation fires.

Task overdue

Fires once for each task whose due date has passed while its status is still Open — the same process that sends the overdue reminder. There's no condition: the event already points at one specific overdue task. If the task was created from an order or a contact, the automation sees that link and can inherit it (see Create task below).

It won't fire again for the same overdue task — only if the task falls overdue again after its due date gets moved.

On schedule

Fires on a timer rather than something happening in the project. The Frequency condition sets how often:

• Daily — every day.
• Weekly — on Mondays.
• Monthly — on the 1st of the month.

This event carries no order or contact, so warehouse actions, reassigning an order and sending an email aren't available under it — only creating a task and sending a webhook.

Actions

Spend from warehouse / Receive finished products

Spends the order's materials or finished products from the warehouse (or receives what was produced), computed from the calculator's bill of materials. Parameters:

• Source — materials or products.
• Warehouse — a specific project warehouse, or Default warehouse.

If the warehouse doesn't have enough stock, the action fails — and so does the order's transition into the new status: the order stays in its current status until there's enough stock.

The action moves only what the order hasn't had yet. If the order comes back to the same status, nothing is written off or received a second time; if products were added to the order in between, only the difference is.

Create task

Creates a task under Tasks. Parameters:

• Task title.
• Task type — task, call, meeting, proposal or demo.
• Assignee — a specific project member, or Order assignee (the assignee becomes whoever is running the deal at the moment the automation fires). The second option isn't available under On schedule — there's no order there to pull it from.
• Due in, days — how many days from the moment of firing to set the task's due date. Can be left empty, in which case the task gets no due date.

If the event is tied to an order or a contact, the created task inherits that link and appears in its journal — the same as if it had been created by hand.

Send email

Sends the client an email built from one of your templates. There is no recipient to pick — it's the contact the event is about (an order supplies its own contact). That's why the action isn't available under On schedule: there is neither an order nor a contact there.

The only parameter is the email template. Its merge tags are filled from the event's data at send time.

The email goes out from the sender configured in email templates. With no sender configured the action fails, and the reason is shown in the run history: emails are never sent from Configo's mailbox on behalf of a project. It is sent after the change has been saved: if the event ended up undone, no email is sent. The order and contact journals get an "Email sent" entry with the subject and address.

Send webhook

Sends the event's data to your endpoint — to wire Configo up to an external system. Available under every event, since it needs nothing specific from one. Parameters:

• URL — where to send it. http or https only; internal and local addresses are rejected.
• Signing secret — optional. When filled in, Configo signs the request body and passes the signature in the X-Configo-Signature header as sha256=<hex> — an HMAC-SHA256 over the exact bytes of the body. Verifying it on your side confirms the request really came from Configo.

The body is JSON carrying the event name, project id, automation name and the event's data. The request is POSTed after the change has been saved: if the event ended up undone (say, the warehouse was short on stock and the order stayed in its previous status), no webhook is sent. A 2xx response is expected; on anything else, or if the endpoint is unreachable, Configo retries a few times with growing pauses.

Change assignee

Assigns the order to a new responsible user — a project member chosen in the Member parameter. If that member is already the assignee, the action does nothing.

Run history

Click the clock icon next to an automation to open Run history. Every attempt — successful or not — lands in the list with a status (Success / Failed) and, on failure, the reason. That makes it quick to see why an automation didn't do what you expected — for example, that the chosen member no longer has access to the project.

Enabling and disabling

The toggle in the Active column temporarily disables an automation without deleting its configuration. The trash icon deletes an automation permanently.

Where this shows up elsewhere

• Actions that change the order (spending warehouse stock, reassigning it) leave an entry in its journal — tagged with the automation's name, so it reads apart from a manual edit.
• A task created by an automation is indistinguishable from one created by hand in Tasks, including due-soon and overdue reminders.