Accupe has two different automation surfaces that happen to share the same on-screen name, "Automations (Flow)". They do genuinely different things, so it's worth knowing which one you're looking at.
Two pages, same name
| Page | How you get there | What it actually is |
|---|---|---|
| Automations | Settings, under Configuration, "Automations (Flow)" | A real, database-backed rules engine you build yourself: trigger, action, and run history |
| Legacy automations | Command palette action "Run automations now", or a direct URL | Four fixed, hardcoded presets with on/off toggles, plus a manual "Run now" |
This article covers the rules engine first, since that's the one linked from Settings, then the older preset page.
Building an automation rule
Open Settings, then under Configuration click "Automations (Flow)". This is headed "Automations" with a "New" badge and the description: "Wire firm triggers (job status, KYC expiry, new client, document upload, deadlines) to actions (email, task, Slack, workflow job, notification)." You need the manage automations permission. By default only the firm owner and admins have this, managers and other staff see "Access Restricted" unless an admin grants them the permission individually from Settings, Team & Roles.
To create a rule:
- Click "New automation".
- Give it a Name, for example "Alert manager when a KYC document expires".
- Choose a trigger under "When".
- Choose an action under "Do".
- Optionally expand "Advanced: trigger filter (JSON)" to narrow which events matching that trigger actually fire the rule, leave it as an empty object to match every event of that type.
- Fill in "Action config (JSON)" for the action you chose, using double-curly placeholders such as client_name to pull values from the event that fired the rule.
- Click "Create automation".
Available triggers
| Trigger | Fires when |
|---|---|
| Job status changes | A job moves between statuses, for example In Progress to Complete |
| Deadline approaching | A task is within a set number of days of its due date |
| KYC document expired | A client's KYC verification reaches its expiry date |
| Client added | A new client is created on the firm |
| Document uploaded | A new document is uploaded, by a client or by staff |
"AML screening result" used to be on this list. It is no longer offered, because Accupe does not run sanctions or PEP screening and nothing can emit that event. If your firm saved a rule on it before the change, the rule still appears in the list labelled "AML screening result (retired)" with the note "Retired. Accupe does not run sanctions or PEP screening, so this trigger can never fire." It is shown that way deliberately rather than being silently relabelled as something else. Point it at a live trigger or delete it.
Available actions
| Action | What it does |
|---|---|
| Send email | Sends a templated email, using placeholders like client_email and client_name |
| Create task | Creates an internal task assigned to a team member |
| Send Slack message | Posts a message to a Slack incoming webhook URL you provide |
| Create workflow job | Spawns a new job from the trigger, for example to kick off an onboarding sequence |
| Notify team | Sends an in-app notification to a role or a list of users |
Managing your rules
Each rule appears as a card showing its name, an Enabled or Disabled pill, its trigger and action, and, once it has fired at least once, when it last fired and a running fire count. If a run errors, the card shows a red "Last run error" banner with the message.
From a rule's card you can:
- Open its run history to see every past run, whether it succeeded or failed, and the payload that triggered it
- Toggle it on or off
- Delete it, after confirming "Delete '{rule name}'? The rule and its run history are permanently removed. Cannot be undone."
Rules that fire from a background trigger update their card automatically, you don't need to refresh the page to see a new "Last fired" time or run history entry appear.
The legacy preset page
This older page isn't linked from the Settings menu. You'll only land here via the command palette's "Run automations now" action, or by typing its URL directly. It's headed "Automations (Flow)" too, with the description "Save time by automating repetitive tasks, reminders, and compliance workflows," but instead of rules you build yourself, it lists four fixed presets:
| Preset | What it does | Default |
|---|---|---|
| Auto-chase Overdue Invoices | Sends a reminder email 3 days after an invoice becomes overdue | On |
| New Client Onboarding | Creates default folders (ID, AML, Accounts) when a new client is added | Off |
| Missing Compliance Alert | Notifies the assigned partner if a Confirmation Statement is within 14 days of filing | On |
| Invoice Generation | Drafts an invoice automatically when a job status changes to Complete | Off |
Only admins can flip these toggles, other roles see "Only admins can change automations. Contact a firm admin to update these settings." and the switches are disabled. The four presets have fixed trigger conditions that can't be edited, so the gear button on each row takes you to the rules engine instead, where you can build an equivalent rule with your own trigger and action. A "Run now" button at the top runs all active presets immediately and shows a "Last run" summary underneath.
Note: If you want configurable, auditable automation with proper run history, use the rules engine at Settings, Automations (Flow), that's the actively developed surface. The preset page's four toggles are the older, fixed mechanism.