Automations
Build workflows, turn on quick rules, use AI actions, and investigate every automated run from one Automation Center.
Automations help work move between Leenops modules without manual handoffs. Open Automations from the dashboard sidebar to build, operate, and monitor everything from one place.
The Automations sidebar item opens the Automation Center directly. You do not need to expand a second navigation menu or visit Settings.
Choose the right automation
Start with the outcome you need:
| Tool | Best for | Example |
|---|---|---|
| Workflow | A custom process with several steps, delays, or conditions | When a deal is won, create a project, draft an invoice, and notify the owner |
| Quick Rule | A prepared one-trigger, one-action recipe | Notify an account owner when an invoice becomes overdue |
| AI Action | A focused AI or data action after an event | Summarize a new contact and notify the sales team |
| Project rule | Task automation limited to one project | When a task becomes blocked, assign the project lead |
| CRM task generation rule | Automatically creating follow-up tasks from CRM events | Create a call task when a deal enters negotiation |
| Sequence | Repeated, timed outreach to contacts or candidates | Send a five-step sales follow-up over 14 days |
If the automation needs more than one action, use a Workflow. Use a Sequence when the purpose is timed outbound outreach.
The Automation Center
The Automation Center has six areas:
| Area | What you can do |
|---|---|
| Overview | See active workflows, success rate, failed runs, paused workflows, drafts, and recent activity |
| Workflows | Search, filter, create, run, pause, duplicate, archive, restore, or delete workflows |
| Templates | Start from a prepared workflow recipe |
| Runs | Filter and investigate executions across every workflow |
| Quick Rules | Switch prepared recipes on or off |
| AI Actions | Create and run focused AI-powered rules |
The top navigation stays inside Automations, so moving between rules, workflows, and run history does not send you through Settings.
Create a workflow
Start from scratch
- Open Automations from the dashboard sidebar.
- Select Workflows.
- Click New Workflow.
- Replace “Untitled Workflow” with a clear name.
- Select the trigger card and choose the event that starts the workflow.
- Use a + point on the canvas to add an action or condition.
- Select each action and complete its fields in the right panel.
- Wait for the Saved confirmation.
- Change the workflow from Paused to Live when it is ready.
Leenops validates required action details before activation. For example, a webhook action must have a valid HTTP or HTTPS URL, and a wait action must have a duration greater than zero.
Start from a template
- Open Templates.
- Search by outcome, trigger, or use case.
- Filter by Sales, Marketing, Customer Success, Operations, or Custom.
- Select Use template.
- Review the trigger and every action in the new draft.
- Adjust recipients, record fields, URLs, values, and delays.
- Activate the workflow when the draft is complete.
Using a template creates an independent draft in your workspace. Editing it does not change the original recipe.
Configure triggers
Triggers are grouped by the module that produces the event:
- CRM: deals and contacts
- Projects: task status and completion
- Support: ticket creation, updates, assignment, labels, replies, escalation, resolution, closure, and deletion
- Finance: invoice payment and refund events
- Recruiting: applications and candidate stage changes
- Platform: scheduled runs, sent email, and incoming webhooks
Scheduled triggers require a frequency and UTC time. Incoming webhook information appears after the workflow is activated.
Configure actions
Select an action card to edit its details. The editor provides fields for all available actions; you do not need to edit JSON.
Available action groups include:
- Records: create projects, tickets, deals, invoices, or quotations
- CRM updates: update a deal, probability, owner, or stale flag
- Communication: send an in-app notification, template email, or review request
- Projects: close a sprint cycle
- Recruiting: notify an ATS user
- Platform: call a signed webhook, write an audit event, or wait
You can use {{field}} placeholders in text fields to insert a value from the triggering record. A recipient or record ID can often be left blank when the trigger already supplies it; the field description tells you when this applies.
Unavailable actions are not shown in the add-action picker. An older draft that contains an unavailable action keeps it for data safety, but Leenops prevents activation until you remove it.
Delays and error handling
An action can wait before it runs. Turn on Delay before this action, then choose the duration.
The workflow settings panel offers three error strategies:
| Strategy | Behavior |
|---|---|
| Continue on error | Record the failed action and continue with the next action |
| Retry on error | Retry the failed action up to three times with backoff, then stop the run if it still fails |
| Stop on error | Stop immediately after the first failed attempt |
Failures appear on the run detail page with the affected step and error message.
Test and operate workflows
Run now
From Workflows, use the play button on a saved workflow to start it manually. Leenops immediately creates and starts a real execution using a manual trigger payload.
Use Run now to verify a workflow before relying on a business event. Actions that need values from an event may require fixed IDs or recipients for a manual test.
Pause or resume
- Use the pause/play control to stop or resume an active workflow.
- Pausing prevents new matching events from starting it.
- Existing run history remains available.
Archive, restore, or delete
- Archive removes a workflow from normal operation without deleting its history.
- Open the Archived filter to restore it as a draft.
- Permanent deletion is available only from the archived workflow menu.
Deleting a workflow also deletes its run history and cannot be undone. Prefer Archive unless you are certain the workflow and its evidence are no longer needed.
Investigate runs
Open Runs to see executions across the workspace. Filter by:
- Completed
- Failed
- Running
- Pending
Select a run to open its dedicated detail page. The detail page can be bookmarked or shared and shows:
- Workflow name
- Overall status
- Start time and duration
- Run-level error
- Every recorded action checkpoint
- Per-step success, failure, skip status, duration, and error
- A link back to the workflow editor
The Overview page also highlights recent failures and links directly to the filtered failed-runs view.
Quick Rules
Quick Rules are prepared, simple recipes. Open Quick Rules in the Automation Center, search or filter by module, expand a rule to review it, then use its switch.
Quick Rules cannot be freely redesigned. If you need different logic, several actions, a delay, or branching, create a Workflow instead.
If no Quick Rule recipes are available for the workspace, use Browse workflow templates to continue without a dead end.
AI Actions
AI Actions run one focused action after a workspace event. You can:
- Summarize a record
- Send a notification
- Update a record
- Call a webhook
Creating an AI Action uses labeled form fields. Leenops validates required fields and webhook URLs before creation.
A manual AI Action has a Run now control. Deleting an AI Action requires confirmation.
Project and CRM rules
Some rules remain available inside the module where their scope is clearest:
- A project’s Project rules page controls rules for that project and its tasks. It links back to the Automation Center.
- CRM Task generation rules control CRM follow-up task creation.
These contextual pages are shortcuts, not separate general-purpose automation products. Use the Automation Center for cross-module workflows and shared run monitoring.
Navigation and URLs
| Destination | Route |
|---|---|
| Overview | /automations |
| Workflows | /automations/workflows |
| New workflow | /automations/workflows/new |
| Workflow editor | /automations/workflows/{workflow-id} |
| Templates | /automations/templates |
| Runs | /automations/runs |
| Run detail | /automations/runs/{run-id} |
| Quick Rules | /automations/rules |
| AI Actions | /automations/ai-actions |
Older workflow and Settings URLs redirect to their current Automation Center destination.
Troubleshooting
I cannot activate a workflow
Select the action named in the error and complete its required fields. Common causes are:
- Missing or invalid webhook URL
- Wait duration is zero
- Deal update has no field/value pair
- An old draft contains an action that is no longer available
- The workflow has no action
A manual run does not have the data an action needs
Business-event runs receive record data from their trigger. A manual run has only a minimal test payload. Add a fixed recipient or record ID to the action for testing, then remove it if the live trigger should supply that value.
I cannot find Quick Rules in Settings
Quick Rules moved to Automations → Quick Rules. Old Settings links redirect there.
A run failed
Open Runs, choose the failed execution, and inspect the first failed step. Correct the workflow configuration, save it, then use Run now to verify the change.