Actions

Actions define what a rule does. A rule needs at least one action, and you can add several — they run in the order you add them. Many action text fields accept tokens, which insert live values from the triggering record.

For how to add actions in the editor, see Creating a rule.

Date fields

The date fields of an action take a fixed date or a relative date that InLoox evaluates when the rule runs — for example Today or In 3 Days. The dropdown works exactly like the one in the date conditions of a trigger; see Conditions for the options and how they are evaluated.

Relative dates are available in these action fields:

• Set project fields — Start date, End date
• Set task item fields — Start, Due date
• Create budget and Set budget fields — Budget date
• The value of every Set … custom field action on a custom field of type Date

Date custom fields also offer Now

A date custom field stores a date and a time, so its value additionally offers Now, and In and Ago are measured from the current time. The relative value is resolved once, at the moment the automation writes the field.

Not available for time entry dates

The Start and End fields of Create time entry and Set time entry fields always take a fixed date and time.

Project, Communication, and Reporting actions

Project

Action	Purpose	Key fields
Set project fields	Update fields on the project.	Project name, Description, Start date, End date, Priority, Risk/Value/Size score
Set project custom field	Set a project custom field.	Custom field name, Custom field value
Set project status	Set the project's status.	Status
Add project note	Add a note to the project.	Note text
Add project member	Add a member to the project.	Member, Member role
Add project category	Add a category to the project.	Category
Remove project category	Remove a category from the project.	Category
Set project division	Set the project's division.	Division
Set project client	Set the project's client.	Client
Set project portfolio	Set the project's portfolio.	Portfolio
Archive project	Archive the project.	Archived

Communication

Action	Purpose	Key fields
Send email	Send an email.	Recipient, Subject, Message body
Call webhook	Send an HTTPS request to an external service.	URL, Method, Content type, Request body

You can specify up to 10 recipients for a Send email action. Each recipient counts toward the account-wide limit of 10 emails per minute.

The message body keeps the line breaks you type. Simple HTML formatting such as bold text and bulleted lists is supported — see Creating a rule.

Edition availability

The Send email and Call webhook actions are available in all InLoox editions except Demo editions.

For Call webhook, the URL and request body can include tokens. The URL must use HTTPS. If the call returns a non-2xx response, times out, or cannot connect, the automation run faults.

Targets a webhook can call

InLoox only sends the request if the URL passes its security check:

• The URL must address the target by host name. A URL that contains an IP address is rejected.
• These targets are never called, in every edition: localhost, app.inloox.com, and host names that end in .local, .internal or .localhost. The same applies to any host name that resolves to a loopback address, a link-local address (including the cloud metadata service 169.254.169.254), or the unspecified address (0.0.0.0 / ::).
• Cloud editions: Targets in a private network are blocked — the ranges 10.0.0.0/8, 172.16.0.0/12 and 192.168.0.0/16, and the IPv6 unique-local and site-local ranges. A webhook in the cloud cannot call a system on your own company network.
• InLoox Self-Hosted: Private addresses are allowed, so the action can call systems on your own company network. The targets listed above stay blocked.

A URL that InLoox rejects faults the automation run.

Reporting

Action	Purpose	Key fields
Create report	Generate a report from the record.	Layout, Export format (PDF / Word / Excel)

note

The Create report action requires report read permission. Without it, report layouts are not loaded in the automation dialog.

Projects

In addition to the Project, Communication, and Reporting actions above, the project area offers the Create elements group.

Action	Purpose	Key fields
Create task item	Create a new task in the project.	Task name, Description, Contact, Effort
Create budget	Create a new budget.	Budget name, Budget type, Budget date, Contact
Create budget from preset	Create a budget from a preset.	Preset
Create document link	Create a document link.	Link address, Parent folder
Create time entry	Create a time entry.	Name, Performed by, Start, End, Billable

Tasks

In addition to the Project, Communication, and Reporting actions above, the task area offers the Task group.

Action	Purpose	Key fields
Set task item fields	Update fields on the task.	Task name, Description, Start, Due date, Effort, Completed, Billable
Set task status	Set the task's status by name (matched within the project); select from default and project-specific statuses or type a name.	Status (selection or typed name)
Assign task	Assign the task to a contact.	Contact
Create task item	Create a new task.	Task name, Description, Contact, Effort
Add comment	Add a comment to the task.	Comment, HTML
Set task custom field	Set a task custom field.	Custom field name, Custom field value
Add contributor	Add a contributor to the task.	Contact, Work amount, Completed
Set budget status	Set a budget's status.	Status
Create time entry	Create a time entry linked to the triggering task.	Name, Performed by, Start, End, Billable
Start stopwatch	Start the time-tracking stopwatch.	—
Stop stopwatch	Stop the time-tracking stopwatch.	—

Budgets

In addition to the Project, Communication, and Reporting actions above, the budget area offers the Budget group.

Action	Purpose	Key fields
Set budget fields	Update fields on the budget.	Budget name, Budget date, Contact
Set budget status	Set the budget's status.	Status
Set budget custom field	Set a budget custom field.	Custom field name, Custom field value

Documents

In addition to the Project, Communication, and Reporting actions above, the document area offers the Document group.

Action	Purpose	Key fields
Set document status	Set the document's status.	New state
Add document comment	Add a comment to the triggering document.	Comment (supports HTML)

Time entries

In addition to the Project, Communication, and Reporting actions above, the time-entry area offers the Time entry group.

Action	Purpose	Key fields
Set time entry fields	Update fields on the time entry.	Name, Description, Start, End, Billable
Add time entry comment	Add a comment to the time entry.	Comment
Set time entry custom field	Set a time-entry custom field.	Custom field name, Custom field value

Planning

In addition to the Project, Communication, and Reporting actions above, the planning area offers the Planning group.

Action	Purpose	Key fields
Set planning custom field	Set a planning custom field.	Custom field name, Custom field value

Line items

In addition to the Project, Communication, and Reporting actions above, the line-item area offers the Line item group.

Action	Purpose	Key fields
Set line item fields	Update fields on the line item.	Description, Quantity, Unit, Price per unit, Billable
Set line item custom field	Set a line-item custom field.	Custom field name, Custom field value

Risks

In addition to the Project, Communication, and Reporting actions above, the risk area offers the Risk group.

Action	Purpose	Key fields
Set risk custom field	Set a risk custom field.	Custom field name, Custom field value

People

In addition to the Communication actions above, the people area offers the Contact group.

Action	Purpose	Key fields
Set contact custom field	Set a contact custom field.	Custom field name, Custom field value

Organizations

In addition to the Communication actions above, the organization area offers the Organization group.

Action	Purpose	Key fields
Set organization custom field	Set an organization custom field.	Custom field name, Custom field value

Custom entity types

In addition to the Project, Communication, and Reporting actions above, each custom entity type offers these actions:

Action	Purpose	Key fields
Set entity fields	Update fields on the selected custom entity type record.	Name, Description, Owner (contact picker), Project (project picker when available)
Set entity custom field	Set a custom field of the selected custom entity type.	Custom field (selected type only; formula fields excluded), Value

See also Triggers and Conditions.