How to Create Alerts Using Automations

In this article, you will learn how to set up automatic alerts using automations. With this feature, you ensure that nothing goes unnoticed without having to track everything manually.

This article contains the following sections:

• What is this new feature?
• When to use it?
• How an automation works
• How to create an alert via automation
• What does the alert email look like?
• Frequently Asked Questions
   

🧠 What is this new feature?

Now, in addition to traditional date-based alerts, you can set up smart alerts via automations. This allows for personalized notifications that are not only based on dates, but also on values, changes, or specific events that occur in your document.
 

🎯 When to use it?

Use automation alerts when you want to be notified about situations such as:

• 📅 Event-related obligations: "Send the receipt within 30 days after payment."
• 🔁 Recurring obligations: "Renew this document every 6 months."
• 🚨 Consumption monitoring: "Trigger an alert if the contract value exceeds 50 million."
• 🔄 Important changes: "Notify if someone changes the person responsible for the contract."

All this without having to create manual alerts one by one. The automation does this work for you!
 

⚙️ How an automation works

Before creating your automation, keep in mind that an automation consists of two parts:

• Condition: represents the trigger of the automation, i.e., "When this happens…"
• Action: defines what should be done, i.e., "Then do this…"
   

🛠️ How to create an alert via automation

1. Access the management panel and click Automation → Create automation.
2. Define the trigger, which is the event that will activate the alert. Examples:
   1. When today is after a certain date;
   2. When a value exceeds a specific number;
   3. When a property is changed;
   4. When a specific condition is met.
3. In the Action section, select "Send an alert".
4. Personalize your alert:
   1. Message: write a short text that will appear in the email title. Tip: Be direct! Examples: "Expiration about to end" or "Consumption above limit".
   2. Recipients: choose who will receive the alert. You can select users, teams, contacts, or even a dynamic property like the person responsible indicated in the document.
5. Click Save. Every time the trigger occurs, the alert will be automatically sent by email and recorded in the management history.
    

📩 What does the alert email look like?

The text you enter appears as the alert title and in the email subject. The email body is concise and focused on essential information. Additionally, recipients will see which document the alert refers to.
 

❓ Frequently Asked Questions

1. What is the difference between a cell alert and an automation alert?
   A cell alert is triggered based on a specific date recorded in a date-type property. An automation alert can be based on any event, change, or condition, such as a column change, reaching a value, or a date combined with another rule.
2. Where are the alerts sent?
   Alerts are sent by email to recipients selected in the automation settings. You can choose users, teams, contacts, or automatically pull responsible persons from a specific property of the document.
3. Can I customize the alert content?
   Yes! In the automation settings, you can write the text that will be sent in both the email body and subject. Keep it short and direct (up to 48 characters recommended).
4. Are alerts recorded somewhere?
   Yes. Every alert sent is recorded in the document's history, ensuring traceability of everything triggered by the automation.
5. Does the alert trigger more than once?
   It depends on the configured condition. If it’s a recurring condition, the alert may trigger every time it occurs.
6. Who can configure this type of alert?
   Anyone who can edit a management panel can also create automations. If you don’t see the option, check that your access profile has permissions to Create, Edit, and Modify in Management.