Manage Your Automations
This page describes what your users see once they have automations: the Automations page in the chat app, the notification bell, and the controls on each automation. Knowing it helps you support them — and it shows what your policy switches actually change.
Everything here is in QA-Web, the public chat of your agent. It is only for signed-in people and is not shown in the CMS preview.
Finding the Automations page
In the chat sidebar, a signed-in user sees an Automations entry. It is shown while the agent's policy is on, and also when the person still has automations from before it was turned off — so they can always pause or delete them.
The page header says "Tasks (the agent's name) does for you on a schedule" and shows how many are active out of the maximum, for example 3 of 10 active.
If the policy is off, a warning says the automations will not run until it is turned back on; pausing and deleting still work.
The list
Each automation is a card:
| Field | Shows |
|---|---|
| Name and status | Active, Paused, Turned off, Stopped or Finished — with the reason underneath when there is one. |
| Schedule | For example "Every day at 08:00 (Asia/Jakarta)". |
| Condition | When there is one. |
| Task | What the agent does. |
| Action | New conversation and/or WhatsApp message. |
| Next run / Last run | When it runs next, and how the last run ended. |
New automations are not created here — the page tells the user to ask the agent in a conversation, with an example.
Recent runs
If View history is allowed on the policy, a second tab, Recent runs, lists the latest runs of all the user's automations. A run that created a conversation links to it.
Controls on each automation
Seven buttons, each available or greyed out depending on the automation's status and your policy switches. A greyed-out button explains why when hovered.
| Button | What it does | Available when |
|---|---|---|
| View | Shows the full definition. | Always. |
| Edit | Opens the edit form. | Editing is allowed; the automation is not turned off by a contributor or finished; automations are on. |
| Pause | Stops it until resumed. | Pausing is allowed; the automation is active. |
| Resume | Starts it again. | Pausing is allowed; it is paused or stopped — not turned off by a contributor. Policy and access are checked again. |
| Run now | Runs it once, immediately. | Run now is allowed; the automation is active or paused. |
| History | Lists its runs. | View history is allowed. |
| Delete | Removes it, after a confirmation. | Deleting is allowed. Otherwise the user can only pause it. |
Run now uses the same queue as scheduled runs, so during a busy moment it can wait behind others.
Editing an automation
The edit form covers everything except adding a brand-new kind of check:
| Section | What can be changed |
|---|---|
| Name, Task | Free text (80 and 4000 characters at most). |
| Repeats | Once, every few minutes or hours, daily, weekly or monthly — with the date and time, interval, days of the week, day of the month or times of day, and the time zone. |
| Condition | Reword, change the value, comparison and meaning of each rule, or remove the condition. To check something new, ask the agent. |
| What to do with the result | Choose the actions and the WhatsApp number. Actions the policy does not allow cannot be newly added. |
| If a run is missed | The missed-run policy. |
Saving re-checks the policy — for example the minimum interval — and shows the reason if the change is refused.
Notifications
The bell in the top bar of the chat tells the user what automations have produced. It shows a badge with the number of unread items and, when opened, the latest 20.
| Kind | When |
|---|---|
| Result | An automation created a new conversation. |
| Alert | An automation was stopped or paused — after repeated failures, because the policy changed, or because the agent moved to another organization. |
| Warning | An automation could not check its condition three times in a row. |
Opening a notification marks it read and takes the user to the conversation — or to the Automations page when there is no conversation. Mark all read clears the badge. The badge refreshes about once a minute and whenever the browser tab comes back into focus, and notifications are kept for 30 days.
Results and alerts are gathered per agent, so the bell only counts the current agent's automations.
What users cannot do
| They cannot | Because |
|---|---|
| Resume or edit an automation a contributor turned off | It is under governance. They can still delete it. |
| See other people's automations | Each automation belongs to the person who created it. Governance is done in the CMS, by you. |
| Get around the policy | The policy is checked at creation, at every edit, and at every run. |