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Automating repetitive workflow steps

Updated 11 July 2026 4 min read

Automating repetitive workflow steps

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

PageHow you get thereWhat it actually is
AutomationsSettings, under Configuration, "Automations (Flow)"A real, database-backed rules engine you build yourself: trigger, action, and run history
Legacy automationsCommand palette action "Run automations now", or a direct URLFour 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, AML hits, 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:

  1. Click "New automation".
  2. Give it a Name, for example "Alert manager when AML returns a hit".
  3. Choose a trigger under "When".
  4. Choose an action under "Do".
  5. 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.
  6. 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.
  7. Click "Create automation".

Available triggers

TriggerFires when
Job status changesA job moves between statuses, for example In Progress to Complete
Deadline approachingA task is within a set number of days of its due date
KYC document expiredA client's KYC verification reaches its expiry date
AML screening resultAn AML screening returns a sanctions or PEP hit
Client addedA new client is created on the firm
Document uploadedA new document is uploaded, by a client or by staff

Available actions

ActionWhat it does
Send emailSends a templated email, using placeholders like client_email and client_name
Create taskCreates an internal task assigned to a team member
Send Slack messagePosts a message to a Slack incoming webhook URL you provide
Create workflow jobSpawns a new job from the trigger, for example to kick off an onboarding sequence
Notify teamSends 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:

PresetWhat it doesDefault
Auto-chase Overdue InvoicesSends a reminder email 3 days after an invoice becomes overdueOn
New Client OnboardingCreates default folders (ID, AML, Accounts) when a new client is addedOff
Missing Compliance AlertNotifies the assigned partner if a Confirmation Statement is within 14 days of filingOn
Invoice GenerationDrafts an invoice automatically when a job status changes to CompleteOff

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. Each row also has a "Configure triggers" button, but it currently has no effect when clicked, don't rely on it. 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 mechanism, and its "Configure triggers" button doesn't currently do anything.