Automation Builder

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The Automation Builder is a visual, no-code workflow tool that lets you create event-driven processes across GovAssist. Automations run automatically when conditions are met — no developer involvement required.

Overview

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How Automations Work

Every automation follows this structure:

[Trigger] → [Action 1] → [Action 2] → ... → [End]
                 |
          [Branch Logic]
             /    \
         [Yes]    [No]

Initial Nodes

When you create a new automation, the canvas starts with three nodes:

Run History Statuses

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Trigger Types

Navigate to Automation Builder → New Automation → Select Trigger to choose how your automation starts.

Schedule Trigger Configuration

For time-based automations, configure the following:

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Action Types

Navigate to Automation Flow → Add Action → Select Action to add steps to your workflow.

AI-Driven Action Configuration

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Condition Builder

Conditions control when branches fire and when triggers activate.

Operators

Conjunctions

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Branch Logic

Branches route workflow execution based on conditions.

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Dynamic Fields

Fields that support dynamic value insertion (via the + button):

Formula Syntax

Formulas use {FieldName} syntax to reference record values.

Trigger character: { (open brace)

Example: {Amount} * {Quantity} * 0.1

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Permitting Workflow Examples

Application Submission

Trigger: Form Submitted Use case: When an applicant submits a permit application

[Form Submitted]
  → [Create Record: Permit Entity]
  → [Update Status: "Submitted"]
  → [Send Email: Applicant — Application Received]
  → [Send Email: Reviewer — New Application]
  → [End]

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Multi-Department Review Routing

Trigger: Record Created Use case: Route new permit to appropriate review departments

[Record Created: Permit]
  → [AI Action: Determine Required Reviews]
  → [IF Zoning Required] → [Update: Zoning Status = "Pending"]
  → [IF Building Required] → [Update: Building Status = "Pending"]
  → [IF Health Required] → [Update: Health Status = "Pending"]
  → [Send Email: Assignment Notifications]
  → [End]

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Expiration Warning (Scheduled)

Trigger: Scheduled Event Use case: Daily check for permits expiring in 30 days

[Schedule Trigger: Daily at 8:00 AM]
  → [Find Records: Permits expiring in 30 days]
  → [Repeat for each record]
      → [Send Email: Expiration Warning]
      → [Update Record: Warning Sent = true]
  → [End]

Schedule settings:

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AI-Powered Determination

Trigger: Process Evaluation Completes Use case: After AI evaluates a permit application

[Process Evaluation Completes]
  → [AI Action: Evaluate Compliance]
  → [IF Determination = "Approved"]
      → [Update Status: "AI Approved"]
      → [Create Record in Approvals Entity]
  → [ELSE IF Determination = "Denied"]
      → [Update Status: "AI Denied"]
      → [Send Email: Denial Notification]
  → [ELSE]
      → [Update Status: "Manual Review Required"]
      → [Send Email to Reviewer]
  → [End]

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Testing and Publishing

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Troubleshooting

Trigger Not Firing

Check the following:

1. Automation is published (not draft)
2. Trigger conditions are correctly configured
3. Entity or Form IDs are valid
4. User has permissions on the source entity

Action Fails with "Record Not Found"

1. Verify the Record ID reference is valid
2. Confirm the record exists in the entity
3. Check that you're using the correct field for record identification

Email Not Sending

1. Confirm the email template exists
2. Verify the recipient field is populated
3. Ensure the email service is configured
4. Check that recipient addresses are valid

Branch Conditions Not Evaluating

1. Field names must match exactly (case-sensitive)
2. Use operators appropriate for the field type
3. Verify values are in the correct format
4. Double-check AND/OR logic

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Next Steps