Use the Automated Action step whenever a system or tool performs an action without a person triggering it manually each time. Even if a human set the automation up originally, if it runs on its own, it is an Automated Action.
WHEN TO USE IT
Use Automated Action for:
- A Zapier or Make automation firing
- A CRM sending a welcome email sequence
- A payment processor charging a card
- A form submission triggering a notification
- A calendar booking automatically adding an event to a spreadsheet
- Any rule-based or scheduled system action
FIELDS
Title
Name it clearly using Verb + Noun, the same as a Manual Task. "Send Welcome Email Sequence", "Add Contact to CRM", "Notify Team via Slack".
What It Does
A short description of what the automation actually does and what triggers it.
Trigger Type
Choose whether this automation fires automatically (based on a rule or schedule) or manually (a human triggers a script or sends an API call). Most automations will be automatic.
Tools / Systems
The platform or software running the automation. This is particularly important for FixFlow Automation reports, which use tool information to suggest integration opportunities.
External Resource Link
Link to documentation, a Zapier zap link, or any reference that explains how the automation is set up.
Time
How long the automated action takes to run. For instant actions, set to a very small value or 0. For longer processes (a batch job that runs overnight), enter the actual duration.
Cost
The cost can be set as a fixed cost per step (e.g. a per-use API cost) or as a monthly/annual platform subscription allocated per use. If the automation costs nothing to run per instance, set to 0.
HOW IT DIFFERS FROM MANUAL TASK
The key question is: does a person have to do something each time this step occurs, or does it happen automatically? If a person has to log in, click something, or initiate the action every single time, it is a Manual Task. If it fires on its own once it has been set up, it is an Automated Action.
USING AUTOMATED ACTIONS TO SHOW OPPORTUNITY
During a discovery session, clients often do things manually that could be automated. You can map the current manual step as a Manual Task and add a note, or you can map it as an Automated Action to show what the process could look like. When you run a FixFlow Automation report, the tool will also surface suggestions for where automation could replace manual work. This is a powerful way to frame a project proposal.