Automations let you set up rules that watch your Organizely data and act for you, so routine follow-ups happen without anyone having to remember them. Each rule has three parts: a trigger (something happens to a record), optional conditions (only when certain values match), and one or more actions (what Organizely does in response).
New triggers and actions are still being added over time. Test new rules carefully before you rely on them.
Before you start
Plan: Automations is a Pro-plan feature, available on the Pro and Scale plans.
Access: By default, managers and admins can use Automations and workers do not see it. An admin can widen or narrow access, for a whole role or for one person, at Team → Roles and Permissions (the "Automations" area) or from the Edit User dialog.
Where to find it: Open Automations from the sidebar. It has two tabs: Manage (the list of your rules) and Builder (the visual editor where you create and edit a rule).
How a rule works
A rule runs automatically as your data changes. When a record you are watching changes, Organizely checks the rule:
Trigger: the change that starts the rule (for example, an order is created).
Conditions (optional): extra filters that must be true for the rule to run (for example, only when a quantity drops below a number).
Actions: what happens next. A rule can have several actions, and they run in order.
What can trigger a rule
In the Builder's trigger step you choose a record type and an event:
Record types you can watch: Product, Variant, Variant Inventory (a variant's stock at a location), Order, Purchase Order, Vendor, Warehouse Location, Organization, and User.
Events: when a record is created, is updated, or is deleted.
This lets you react to things like order events (an Order is created) or inventory-level changes (Variant Inventory is updated).
Narrowing with conditions
Under Additional Filters you can add one or more conditions so the rule only runs when a field matches what you expect. For each condition you pick:
Which record to check: the triggering document, its previous state (the values before the change), or a specific document you choose.
A field on that record (for example, a quantity or a status field).
A comparison: equals, does not equal, is greater than, is less than, is at least, or is at most, plus the value to compare against.
When you add several conditions they are combined, so all of them must be true for the rule to run.
What a rule can do (actions)
The actions available today in the Builder are:
Update Variant Quantity: set, add to, or subtract from a variant's quantity, optionally at a specific location.
Update Product Field: change a field's value on a product (for example, a name or a status field).
Update Variant Field: change a field's value on a variant (for example, SKU, price, or weight).
Create Work Order: open a work order automatically, sized by Shortfall (cover the gap versus on-hand stock) or a Fixed quantity. Work orders are a manufacturing capability (Raw-Material Tracking), which is included in the same Pro and Scale plans.
More actions appear in the Builder marked "Coming Soon" and will switch on over time: sending email, creating purchase orders, calling a webhook, and running a custom function.
Each action also has its own options:
Conditional Execution: add conditions so a single action runs only when they are met, even if the rest of the rule already fired.
Delay (seconds): wait a set number of seconds before this action runs (under Advanced Settings).
Description: a short note describing what the action does.
Create a rule
Go to Automations → Manage and select Create Rule (this opens the Builder). You can also open the Builder tab directly.
Set up the trigger: choose the record type and the event (created, updated, or deleted). Optionally add filters to narrow when it runs.
Add one or more actions and fill in each action's settings.
Give the rule a name , and set whether it should be Active .
Save the rule. You return to the Manage list, where the new rule appears.
Tip: leave a new rule inactive (or add the safety limits below) while you review it, then activate it once you are confident it does what you expect.
Enable, disable, edit, and delete
Everything is managed from the Manage tab:
Each rule shows an Active or Inactive badge, how many actions it has, its execution count , and when it was last updated .
Use the search box and the status filter (all statuses, active, or inactive) to find a rule.
Open a rule's row menu (the button with three dots) to Edit (opens the rule in the Builder), Activate / Deactivate (turn the rule on or off without deleting it), or Delete (remove it permanently, with a confirmation, and this cannot be undone).
Clicking a rule row also opens it in the Builder for editing.
Control how often a rule runs
In a rule's settings you can add guardrails so an automation stays predictable:
Priority: when several rules could run, higher-priority rules run first.
Max Executions Per Hour: cap how many times the rule can fire in an hour.
Cooldown (seconds): enforce a minimum wait between runs of the same rule.
Organizely also has built-in loop protection, so a rule cannot keep re-triggering itself in an endless cycle.
Execution history and debugging
The Manage list is your at-a-glance history: each rule shows its running execution count and its last updated date.
Behind the scenes, Organizely records each run and each trigger evaluation, including whether it succeeded, was skipped, or failed, and why. If a rule is not behaving as expected, our support team can use that record to help you track down the cause.
The safest way to debug is to start a rule inactive, add a cooldown or an hourly cap while testing, and confirm the trigger and conditions match the exact records you expect before turning it loose.
Need help?
If a rule is not firing as expected, or you want a second set of eyes before you activate one, reach out to our support team.