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01Platform and tools · module

Automation and workflows

No-code “when X happens, do Y” rules and scheduled recurring records

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  • Workflow
  • Workflow action
  • Workflow log
  • Processed workflow record
  • Record recurrence
  • Recurrence occurrence
15
capabilities
6
record types
6
automations
3
integrations and AI tools

02What the module does

Less routine. More value.

Automation is a tool where your company sets up its own “when an event happens and a condition is met, run these steps” rules. An administrator builds the workflow in a form or on a canvas and the change takes effect immediately, without releasing a new system version. The same module creates recurring records on a schedule, such as regular tasks or jobs.

  • Rules triggered by what mattersA workflow is triggered by creating, editing, saving or deleting a record, a domain event (such as publishing a wiki page), a cron schedule or a manual button click. Automation responds to what is actually happening.
  • Tailored conditionsGroup conditions with AND/OR logic, compare the value before a change, check whether a field was modified or compare two fields. A rule runs only when it is supposed to.
  • Rules that watch deadlinesConditions work with dates including business days, due dates and days overdue. A rule can react automatically to an invoice that is several days past due.
  • Emails and calculations without retypingA workflow sends templated emails and updates fields including calculations. Your team does not have to retype the same messages or calculate values by hand.
  • Follow-up records created automaticallyWorkflow actions create or duplicate a record, link it to another one and update related records. Follow-up record-keeping does not depend on someone remembering to do it.
  • Work finds the right personA workflow assigns a record to a user, a team or in rotation among team members. New work is distributed by rule without anyone handing it out manually.
  • The right people get notifiedNotifications go to the assignee, owner, teams, roles or followers of the record. Alerts reach the people who are actually affected by the change.
  • Integration with other systemsA webhook—an automatic call to another system—supports POST, PUT and PATCH methods and includes a body template and target URL validation. Data goes only where your rules allow.
  • An entire procedure in one buttonTrigger a manual workflow with a button right on the record. A user runs the entire defined procedure with a single click without needing to know every individual step.
  • See what every rule didBuild workflows in a form or visual editor, and every action writes a line to the log: success, error or skipped. You always know what happened on which record.
  • Orderly rule executionLimit a workflow to one run per record, delay its start by a set number of seconds and set the execution order. Rules stay out of each other's way.
  • All-or-nothing actionsIn atomic mode, selected actions either complete in full or do not run at all. You are never left with a half-applied change in your data if one step fails.
  • Recurring work sets itself upRecurring records are generated from a template on a schedule, and you can preview upcoming occurrences in advance. Nobody has to create routine tasks or jobs manually.
  • Visual lead journeyOpen a process diagram on any lead to see its record lifecycle, conversions and linked workflows. It serves as an explanatory visual overview rather than an executable model.
  • Migrate from EspoCRM with workflows intactTransfer workflows from EspoCRM installations into Draivix using an import command. When migrating, you do not have to rebuild the rules you already rely on from scratch.

03How it works

How it works step by step.

  1. Triggers, conditions and actions

    A workflow runs when someone creates, edits, saves or deletes a record, when an event occurs (such as publishing a wiki page or completing a task), on a cron schedule in your company's time zone, or manually via a button on the record.

    Read in detail

    You group conditions using AND/OR logic. They can compare a value before and after a change, detect that a field changed, compare two fields against each other, and work with dates: today, within N days, N days overdue, or N business days. They also test labels (has / does not have).

    Actions run in sequence: sending an email (including with a template), updating fields including calculations, creating, duplicating or linking a record, updating a related record, assigning to a user, a team or round-robin among team members, sending notifications (to the assignee, roles, team or followers), and calling a POST, PUT or PATCH webhook on another system. With the Telephony module, an action for sending an SMS is added as well.

  2. Editor, logs and safe execution

    You can build a workflow in basic form mode or in advanced canvas mode with trigger, condition, action and log nodes. Every action writes a log entry with a status of success, error or skipped, so you can see exactly what happened on each record.

    Read in detail

    You can limit a workflow to a single run per record, delay its start by a set number of seconds and define the execution order across workflows. Edits made by an event-triggered workflow do not trigger further workflows, preventing infinite loops. A scheduled workflow must include a condition so it cannot accidentally hit every record. The system validates webhook URLs against outbound call rules.

    A manual workflow run from the command line executes in dry-run mode until you explicitly confirm it. Note: running a test from workflow administration actually executes the actions on the oldest record of that type.

  3. Scheduled recurring records

    Recurrence creates records from a record template on a cron schedule, complete with a time zone, start date and end date. Every five minutes, the system creates the records that are due, and a unique occurrence key guarantees nothing is duplicated. You can preview upcoming occurrences in advance (up to 120), create a specific occurrence manually, or set up recurrence from an existing record.

  4. Process diagram and EspoCRM migration

    On a lead, you can open a process diagram that shows the record lifecycle, conversions and the workflows that apply to it. It is an explanatory view rather than an executable model. Workflows from EspoCRM installations can be migrated to Draivix using an import command.

04What runs automatically

Automations that save time.

  1. Schedules run in your time zone

    Every minute, the system runs scheduled workflows that are due according to their cron schedule. It calculates timing in your company's time zone, so deadlines always match.

  2. Recurring records created right on time

    Every five minutes, the system generates due recurring records from templates. Routine work appears in the system automatically without anyone creating it by hand.

  3. Record changes trigger rules

    As soon as someone creates, updates or deletes a record, the system runs any workflow waiting for that change. Follow-up steps happen right after the work is done in the system.

  4. Business events trigger next steps

    Workflows also run on domain events—business events in the system such as publishing a wiki page. You react to what actually happened, not just to a field edit.

  5. Rules never get stuck in a loop

    When an event-triggered workflow writes a change, those updates do not trigger further workflows. No infinite loops occur, and automation never floods your records with changes.

  6. Schedules never run twice in the same minute

    A scheduled run is never repeated within the same minute. Even with every-minute checks, a workflow will not execute the same steps twice in a single minute.

External integrations

  • Send data to external systemsA webhook action sends data to any HTTPS URL. The connection is outbound only: the system pushes data out, and does not accept incoming calls through this channel.
  • Bring your rules over from EspoCRMTransfer workflows from EspoCRM installations into Draivix with an import command. The logic you built in EspoCRM can keep running in your new system.

What the AI agent handles

  • Workflow drafts with your approval

    Using general record tools, the assistant reads existing workflows and proposes new ones. You confirm the change on a proposal card, so nothing is saved without your approval.

A person approves whenever money, a customer, or an exception is involved.

05Frequently asked questions

Do I need a developer to set up a workflow?

No. Workflows are your company's data: an administrator builds them in a form or on the canvas, and changes take effect without releasing a new system version. You only need a developer for an entirely new action type.

Can a workflow email a customer when an invoice is overdue?

Yes. A scheduled workflow with a condition on invoice status and days overdue can send a templated email and notify the assigned user.

How do I prevent a workflow from getting stuck in an infinite loop?

Changes made by an event-triggered workflow do not trigger subsequent workflows. A workflow also cannot re-enter itself on the same record.

How do I set up delayed execution?

A workflow has a start delay setting in seconds. A standalone wait step inside the action list does not pause execution, so configure the delay at the workflow level.

Can Draivix create recurring tasks?

Yes. Recurrence rules create records from a template on a cron schedule. The system generates them every five minutes and never creates the same occurrence twice.

06Related modules

Modules that work great together.

All modules in Platform and tools

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