Managing rules

Once you have created automation rules, you manage them from the area of the entity they apply to. Open Automation in that area to manage them.

You can also open InLoox Account Settings → Automations to see your automations across all supported areas in one place. The My automations tab lists the rules you created, grouped by type (for example tasks, projects, or documents), with counters for the total number of rules and for active and inactive ones at the top. The report automations of the Reports list appear in both tabs in their own group Reports.

View and edit

Open Automation in the relevant area (for example the project list). The menu lists your rules for that entity type. Click the pencil icon next to a rule to open it in the editor, make your changes, and click Save.

In the Account Settings, report automations are not edited. They have no pencil icon, their name is plain text, and instead of an entity trigger they show the Schedule badge. Their schedule and report layout stay edited in the Reports list. Enabling, disabling, viewing the run history, and deleting work there as they do for any other rule — see Report automation.

When you create or rename a rule, its name must be unique among the automations of the same creator. Names that differ only in capitalization or surrounding spaces are treated as the same name. Report automations are not part of this check: the name of a report automation never blocks a rule of the same name, and a rule name never blocks a report automation.

Start manual automations

Rules with the trigger Started manually can be started directly from the Automation menu.

1. Open a supported list and select one or more records.
2. Open Automation.
3. Click the play icon next to the manual rule.

InLoox starts one run per selected record and confirms the start with a toast. Check the run result in the run history.

note

You can only start your own manual rules. The play icon stays disabled if no record is selected, the rule is disabled, or more than 100 records are selected.

Enable and disable

A saved rule is active immediately. You can disable a rule using the toggle switch next to the rule to pause it without losing its configuration, and enable it again later to resume. Disabling is the safe way to temporarily stop a rule from running — for example while you test or reorganize your workflows.

Delete

To delete a rule, click the trash can icon next to the rule. InLoox will ask you to confirm — click Delete to remove the rule permanently. A deleted rule no longer runs and cannot be recovered; recreate it if you need it again.

Monitoring runs

Whenever one of your rules fires, InLoox creates a run (an instance) that you can inspect afterwards — useful for confirming a rule did what you expected, or for tracking down why it didn't.

In InLoox Account Settings → Automations, click Show runs (the history icon) in a rule row. You can open runs from My automations and, as an administrator, from All users.

The Runs dialog lists the most recent runs of the rule. Each entry shows the outcome, the start time, and the duration of a run. Failed runs include an incident summary, and Show error details expands the full error details.

Access

You can view the runs of the automations you own. Administrators can also view the runs of every automation in All users.

Permissions and access

Access to Automation is controlled by a dedicated permission and by ownership. Automation itself is included in all InLoox editions — see Overview.

Edit automations permission

Using Automation requires the Edit automations permission. Without it, the Automation button is not available.

This is a global permission — it is not granted per project or per area. A user who has it can create automation rules in every area that supports Automation (tasks, projects, financials, documents, time entries, planning, line items, risks, people, organizations, and reports).

Within a rule, only triggers, conditions, and actions for data you are permitted to access are available — options for areas you have no permission for are hidden.

Ownership and administrator management

By default, users only see and manage their own automation rules. When you open Automation in an area, the list shows the rules you created there.

Administrators can additionally open InLoox Account Settings → Automations and use the All users tab to edit, enable, disable, and delete the rules of every user.

The tab groups the rules by their owner and shows how many automations each person has and how many of them are active. Search by user or automation name to go straight to a rule — for example to stop the automations of a former employee. If a rule's owner is no longer available as a contact, InLoox lists it under Unknown user.

Every rule runs with the rights of its owner — by default the person who created it. In the Automations settings, administrators can hand a rule over to someone else: click Change owner (the person-with-pencil icon) on the rule and select the new owner in the dialog. Only users with a login are available. InLoox confirms the change, and in the All users tab the rule moves to the new owner's group.

Important

A rule can only do what its owner is permitted to do. If the new owner has no license with write access, InLoox warns you — the rule may not be able to change anything. Runs that start from now on use the new owner within a few minutes.