> ## Documentation Index
> Fetch the complete documentation index at: https://docs.firstwork.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Building Flows

> How to create, configure, and manage automation workflows from start to finish

Automations are event-driven workflows that execute a sequence of actions when a trigger condition is met. This guide walks through building an automation from scratch.

***

## Creating an Automation

1. Navigate to **Automations** from the sidebar
2. Click **New Automation**
3. Give the automation a **name** and optional **description**

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## Configuring a Trigger

Every automation needs exactly one trigger — the event that starts execution.

| Trigger Type         | Best For                                               |
| -------------------- | ------------------------------------------------------ |
| **On Change**        | React to field or stage changes in real-time           |
| **Schedule**         | Run at recurring intervals (daily, weekly, monthly)    |
| **External API**     | Process records created via API                        |
| **Webhook**          | Receive data from external systems                     |
| **Recollection**     | Handle re-submitted documents or fields                |
| **Field Submission** | React to specific field completions (e.g., signatures) |
| **Manual**           | Admin-initiated with optional filter criteria          |

See [Triggers](/knowledge-base/automations/triggers) for detailed configuration options for each type.

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## Adding Actions

Actions define what happens when the trigger fires. Add them in sequence — they execute top to bottom.

1. Click **Add Action** below the trigger
2. Select the action type (see [Actions](/knowledge-base/automations/actions) for the full list)
3. Configure the action parameters

### Chaining Multiple Actions

Actions execute in order. Each action can use data from the trigger event and from preceding actions. Common patterns:

* **Notify then update** — Send an email or SMS, then move the application to the next stage
* **Verify then branch** — Run a compliance check, then use a decision rule to route based on the result
* **Collect then process** — Extract document data, then update form fields with the extracted values
* **Chain automations** — Use the "Run Automation" action to trigger another automation with the same context

***

## Adding a Compliance Rule

Compliance rules act as a gate between the trigger and actions. When configured, the automation only executes its actions if the compliance rule evaluates to **true**.

1. Click **Add Rule** on the automation
2. Build a condition tree using AND/OR groups
3. Define conditions based on field values, stages, dates, or custom logic

This is useful for filtering — for example, only sending a reminder to candidates who haven't completed a specific step. See [Navigation Rules](/knowledge-base/hiring-flows/decision-rules) for the shared condition-tree model used by hiring flows and automations.

***

## Using Variables

Automations support [dynamic variables](/knowledge-base/dynamic-variables) in action templates (emails, SMS, Slack messages, webhooks). Variables are resolved at execution time from the candidate or worker record, often through [Object Graph](/knowledge-base/object-graph) paths.

Common variable sources:

* **Application fields** — Name, email, phone, stage, custom fields
* **Contract fields** — Worker details, employment data
* **Trigger data** — The specific change or event that fired the trigger
* **Input variables** — Custom inputs defined on the automation (useful for manual triggers)

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## Activation & Testing

### Testing Before Activation

1. Use **Manual Trigger** to test with specific records
2. For schedule-based automations, use **Dry Run** to preview which records would be affected
3. Check execution history for errors or unexpected results

<img src="https://mintcdn.com/firstwork/l5RE2YxvAgfE5ZwS/images/manual-trigger-dialog.png?fit=max&auto=format&n=l5RE2YxvAgfE5ZwS&q=85&s=c98608bdf31ec0f6f983b6654cfc228e" alt="Trigger Automation dialog" width="1180" height="638" data-path="images/manual-trigger-dialog.png" />

### Activating

Toggle the **Active** switch to enable the automation. Once active:

* **On Change** triggers fire in real-time
* **Schedule** triggers create a recurring schedule via the workflow engine
* **Webhook** triggers generate a unique URL ready to receive requests

> \[!WARNING]
> Deactivating an automation stops new executions but does not cancel in-progress runs.

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## Execution History

Every automation run creates an execution record with:

* **Status** — Success, failure, skipped, or cancelled
* **Timing** — When it started and how long it took
* **Trigger data** — What event caused the execution
* **Action results** — Outcome of each action in the sequence
* **Error details** — If any action failed, the error message and context

***

## Best Practices

* **Start Simple** - Begin with a single trigger and one or two actions. Add complexity incrementally.

  * **Use Compliance Rules** - Add a compliance rule to prevent the automation from running on records that don't match your criteria.

  * **Enable Failure Alerts** - Keep failure notifications enabled and configure a Slack channel for alerts.

  * **Name Clearly** - Use descriptive names that indicate the trigger event and the main action (e.g., "Stage → Interview: Send Calendar Link").