Automation

The busywork, running itself.

Workflows watch what happens in your business — a record created, a status changed — and act on your rules: assign it, notify someone, follow up. Set it once; it never forgets.

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Triggers on the events that matter
Actions: assign, notify, update
Rules defined by you, not code
Works across the modules you use

What is Automation in Flowyana?

Flowyana Automation is no-code workflow automation built into your business software. A rule watches a module, such as leads, invoices, tickets or rentals, and when a record is created, changed or reaches a date, it assigns someone, updates a field, adds a task, or sends an email, WhatsApp message or notification. Owners and managers in the Gulf set it up themselves, without a developer.

Every business has a list of things someone is supposed to remember. Call the lead back tomorrow. Remind the client three days before the rental ends. Tell the owner when a large invoice is paid. Give new tickets to the support lead. The list lives in people’s heads, so it works on good days and fails on busy ones.

A rule in Flowyana is that list, written down once. You choose the module and the moment: when a record is created, when a field changes from one value to another, every weekday at nine, or a number of days before a date on the record. You add conditions, and then the actions run, in order, with optional waits between them.

Because the rules sit on the same records as your sales, stock, CRM and HR, they need no connectors to stay in step. And when another system does need to know, a rule can send the details there too.

What it does

Automation, in practice.

Event-driven

Workflows fire when things actually happen — a record created, a status changed — not on someone remembering.

Actions that matter

Assign records, send notifications, update fields, create follow-ups — the moves your team makes by hand today.

Your rules, plainly

Conditions and actions are configured, not coded — the person who knows the process can automate it.

Across the platform

Because modules share one data model, a workflow can watch sales and act in tasks, or watch tickets and notify managers.

Consistent by default

An automated rule runs the same way every time — the process stops depending on who’s on shift.

On a schedule, on a channel

Rules can run every morning or days before a due date, send a WhatsApp message or an email, and be tested against a record before they go live.

How you get it

Automation comes with both ERP Growth and ERP Business, with Retail Growth and Restaurant Growth, and with the top plan of Accounting, CRM, Support and HR & Payroll.

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How it works

Automation, step by step.

1
Pick the module and the moment
Choose what the rule watches, such as leads or invoices, and when it fires: on create, on update, on delete, when a field changes, on a schedule, or by hand.
2
Add conditions
Narrow it down with conditions grouped as “all of” or “any of”: status changed to won, amount above a figure, due date before today, source contains “Instagram”.
3
Choose the actions
Assign a user, set a field, create a task or note, send an email, WhatsApp message or in-app notification, call a webhook, and wait between steps if you need to.
4
Test it, then switch it on
Try the rule against a real record to see what it would do without doing it. Switch it on, and read every run in its history.

In depth

A closer look.

Triggers: events, field changes and schedules

A rule can fire when a record is created, updated or deleted, or only when a particular field changes, optionally from one value to another, such as a deal moving to “Won”. Scheduled rules run on a repeating timetable, like every morning at eight or every Monday, and can check every record in the module each time. Date rules fire a set number of days before or after a date on the record, at the time you choose, which suits renewals, due dates and expiries. A manual rule runs when someone clicks it.

On create, update, delete or field change
Changed from and changed to a specific value
Repeating schedules, optionally checking every record
Days before or after a date field, at a set time

Conditions and formulas without code

Conditions compare a field with a value, with another field on the same record, or with a formula. Group them as “all of” or “any of”, and nest groups inside groups for rules like “high value and (overdue or disputed)”. Operators include equals, greater than, contains, starts with, is empty, changed, changed from and changed to. Formulas cover the everyday maths and text work: IF, ROUND, MIN, MAX, TODAY, NOW, DATE_ADD, DAYS_BETWEEN, CONCAT, UPPER and more. A formula that can’t be read is refused when you save, not when it runs.

Nested all-of and any-of groups
Compare to a value, another field or a formula
Date maths with TODAY, DATE_ADD and DAYS_BETWEEN
Formulas checked when the rule is saved

Actions: assign, update, follow up and notify

A rule can run several actions in order. Assign the record to a user. Set a field to a value or the result of a formula. Create a task with an owner and a due date, or add a note to the record. Send an in-app notification, an email or a WhatsApp message, with fields from the record merged into the text, such as the client’s name or the invoice total. Add a wait of minutes, hours or days between actions, so a follow-up goes out two days after the first message.

Assign a user or set a field
Create a task or a note
Email, WhatsApp and in-app notifications with merged fields
Waits between steps, up to 30 days

Automated WhatsApp and email reminders

The rules owners ask for first are reminders: a rent reminder before the due date, a follow-up to a quotation that hasn’t been answered, a message when a work order is completed. Messages to your team can go out straight away. Messages to customers go out through your own connected email account or WhatsApp Business number, so they come from you, and a daily sending limit protects your number from a rule that fires more often than you meant.

Reminders a number of days before a due date
Follow-ups after a wait
Customer messages from your own email or WhatsApp
A daily sending limit per channel

Webhooks: send the details to another system

When an outside system needs to know, a rule can call a webhook: it sends the record’s details, and optionally what changed, to an address you give. Each call is signed with a secret you set, so the receiving system can check it really came from your workspace. Calls are queued and retried in the background, so a slow receiver never holds up the person saving the record.

Send record details and changes to your own address
Signed with your secret
Custom headers where the receiver needs them
Delivered in the background

Guard rails, testing and run history

Automation should never break your books. A rule can’t set fields that only move through their own action, such as posting an invoice, approving a document or closing an order; those still need a person and the right button. Before switching a rule on, test it against a real record and see which conditions passed and what each action would do, without doing it. After that, every run is logged with its result, and a rule can stop at the first error.

Statuses and server-kept figures protected from rules
Dry-run test against a real record
Run history with each action’s result
Run order and stop-on-error per rule

Who it’s for

Businesses that run on Automation.

Sales teams

Assign new leads, create a call-back task for tomorrow, and notify the owner when a deal is won.

Rental and leasing businesses

Send a WhatsApp reminder seven days before a rental ends, and another on the day the rent is due.

Support desks

Set the priority of new tickets by category, assign them, and alert the lead when one is still open after a day.

Service and repair workshops

Message the customer when a work order is completed, and add a follow-up task for a check-in call a week later.

Finance and accounts

Notify the owner when a large invoice is paid, and tell the collector every morning which invoices fell overdue.

Businesses with other systems

Send new clients or paid invoices to another system you run through a signed webhook.

Questions

Asked about automation.

What can trigger a workflow?

A record being created, updated or deleted; a particular field changing, optionally from one value to another; a repeating schedule; a number of days before or after a date on the record; or a person running the rule by hand.

Do we need a developer to set up automations?

No. Rules are built on screen: pick the module and trigger, add conditions, choose actions. Formulas use plain functions like IF, ROUND and DAYS_BETWEEN, and every rule can be tested before it goes live.

Which modules can be automated?

Any module switched on in your workspace, including leads, deals, clients, invoices, purchase orders, tickets, rentals, bookings, work orders and HR records. A rule watches one module and can create tasks or notes as part of its actions.

Can I send automatic WhatsApp reminders to customers?

Yes, when your WhatsApp Business number is connected. A rule can send a WhatsApp message a number of days before a due date, after a status change, or after a wait, with the customer’s details merged in.

Can a workflow send emails?

Yes. Emails to your team go out straight away; emails to customers go through your own connected email account, so they come from your address.

Can automation connect to other software?

Yes, through a webhook action. The rule sends the record’s details to an address you give, signed with your secret, so the other system can act on it.

Can a rule post or approve documents?

No. Posting, approving, cancelling and closing stay with people and their buttons. Rules can assign, update ordinary fields, notify and follow up, but never move those statuses.

How do I know a rule worked?

Every run is logged with its result and each action’s outcome. Before switching a rule on, you can test it against a real record and see what it would do.

One platform

Plays well with the rest.

Automation shares its records with every other module you switch on — no connectors, no re-typing.

CRM Sales & Invoicing Support Desk HR & Payroll All features →

Put Automation to work.

Tell us what your business runs. We’ll show you this module live — on its own or alongside the rest — and recommend the plan that fits.

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WhatsApp +91 97460 84243 Call +91 97460 84243 hello@flowyana.com