Copilot Automations
Create Automations with Copilot’s built-in Automations
Overview 
The Automations feature in Copilot simplifies the process of creating, managing, and tracking workflows within Copilot. At this time we support 3 popular automations templates. Over time, we plan to add more templates and add support for a freeform builder. To request a particular automation, you can fill out this form.
Creating an automation by starting with a template
Assign a contract when a client logs in for the first time
In the sidebar, click Automations.
If no automations exist, select Assign a contract when a client logs in for the first time. If you have existing automations, click Create a workflow and select the same template.
In the first configuration step, select the Client creation method from the dropdown. You have four options: Created by Internal User, Created by Client User, Direct Sign up, or Any. Choose the option that fits, then click Next.
In the next step, choose the contract from the dropdown to send to newly activated clients.
Note: You must have at least one contract template created, and it should not contain variable input fields.
Click Publish to complete the automation.
Assign a form when a client logs in for the first time
In the sidebar, click Automations.
If no automations exist, select Assign a form when a client logs in for the first time. If you have existing automations, click Create a workflow and select the same template.
In the first configuration step, select the Client creation method from the dropdown. You have four options: Created by Internal User, Created by Client User, Direct Sign up, or Any. Choose the option that fits, then click Next.
In the next step, choose the form from the dropdown to send to newly activated clients.
Note: At least one form must be created for this automation to work.
Click Publish to complete the automation.
Upload files and folders when a company/client is created
In the sidebar, click Automations.
Click Create a workflow.
Select the step beginning with "Upload files and folders". If companies are enabled in Settings > General, you’ll see Upload files and folders when a company is created. If companies are disabled, you’ll see Upload files and folders when a client is created.
Upload the necessary files and folders in the sidebar on the right by clicking Upload and selecting Upload file or Upload folder, or by dragging and dropping them. Note: Empty folders can only be added using the drag-and-drop method.
To create a default folder structure with empty folders, first set up the folder structure on your local device. Then, drag and drop the top-level folder into the Upload section. Note: Only the top-level folder will be displayed in the preview, but all nested folders will be uploaded when the automation runs.
Click Publish to complete the automation.
Creating an automation by starting from scratch
In the sidebar, click Automations.
Click Create a workflow.
Select Start from scratch.
Select a trigger from the sidebar on the right. A full list of available triggers and actions are explained in the Triggers and actions section below.
After selecting and configuring your trigger, click the + button in the workflow builder to add an action.
Select and configure your desired action in the sidebar on the right.
Click Publish to complete the automation.
Updating an Automation
Edit an Automation
In the sidebar, click Automations.
Select the automation template you would like to edit.
Click Edit workflow, make your changes, and then click Save.
Pause, Resume, or Delete an Automation
In the sidebar, click Automations.
Click the ellipses at the end of the automation you would like to pause, resume, or delete.
To pause the automation, select Pause. The status will be updated to Paused.
To resume an automation, select Resume. The status will update to Active.
To delete the automation, select Delete.
Viewing Automation Runs
You can easily track the status of your automation runs, checking whether they succeeded or encountered errors. You'll also be able to view detailed information, such as the client or company involved and the files, forms, or contracts used in each run. Below are two ways to view your automation runs.
View All Automation Runs
In the sidebar, click Automations.
Click Runs to view a list of all automation runs. Click on any run to view its details.
Viewing Runs for a Specific Automation
In the sidebar, click Automations.
Select the automation template you want to view.
Click Workflow runs to see a list of all runs for that specific automation. Click on any run to view its details.
Triggers and actions
Triggers
Trigger | Configuration options |
|---|---|
Client logs in for the first time | Any: Any of the below methods of creation Created by Internal User: This will only trigger for clients that were created by an internal member of your team. This applies to clients created individually, or when clients are imported using the Client Import feature. Created by Client User: This will only trigger for clients that were invited by existing clients from the client’s Settings > Team page. This will only apply if you have the setting Allow client users to invite team members enabled in your admin dashboard’s Settings > General. Direct Sign Up: This will only trigger for clients that sign up for your workspace directly. This only applies if you have Allow client user direct sign up enabled in your admin dashboard’s Settings > General. |
Client created | The same configuration options as the above trigger can be applied. |
Company created | None |
Form submitted | Any form: This will trigger whenever a client submits a response to any form. Specific form: You will see a list of your existing forms in the dropdown. Select the specific form you want to use to trigger the automation. |
Contract signed | Any contract: This will trigger whenever a client signs any contract. Specific contract template: You will see a list of your existing contract templates in the dropdown. Select the specific contract template you want to use to trigger the automation. Note: You can only choose a specific contract if there is an existing contract template. For one-off contracts, you will need to use the Any contract option. |
Client updated | Property: Select the tags field you wish to use to trigger the automation. Value: Any update: this will trigger for any addition to a client’s tags in the selected tag field (property). Specific tag: You will see a list of your existing tags for the selected field. Select the specific tag you would like to trigger the automation when it is added to a client. |
Invoice paid | None |
Actions
Action | Configuration options |
|---|---|
Assign a contract | Select the specific contract template from the list to assign to the client. |
Upload files and folders | Upload the necessary files and folders in the sidebar on the right by clicking Upload and selecting Upload file or Upload folder, or by dragging and dropping them. Note: Empty folders can only be added using the drag-and-drop method. To create a default folder structure with empty folders, first set up the folder structure on your local device. Then, drag and drop the top-level folder into the Upload section. Note: Only the top-level folder will be displayed in the preview, but all nested folders will be uploaded when the automation runs. |
Assign a form | Select the specific form from the list to assign to the client. |
Send a message | Recipient: Here you can select Company (if you have companies enabled) or Logged-in client. If a client is not assigned to a company but Company is selected here, the message will not automatically be sent to the individual client’s message channel. From: If you have multiple internal team members, select the member of your internal team you wish to designate as the sender of the message. If you are on our Advanced plan and have Client Access enabled, and you select an internal user with limited access, the automation will only run for the clients that the selected internal user has access to. Message: Set the message you would like to send when this automation is triggered. Markdown is supported for formatting automated messages. |
Update client | Property: Select the tags field you wish to update. Action: Add: This option will add the selected tag to the client’s existing tags in the selected field (property). Replace: This option will remove all existing tags for the client in the selected field (property), and replace with the selected tag. Remove: This option will remove the selected tag from the client’s existing tags in the selected field (property). Value: Select the specific tag you want to add, remove, or replace existing tags with. |
Creating an automation by starting with a template
Assign a contract when a client logs in for the first time
Assign a form when a client logs in for the first time
Upload files and folders when a company/client is created
Creating an automation by starting from scratch
Pause, Resume, or Delete an Automation