Automations: triggers, steps and history
How XBASE automations work: the available triggers, the editor steps, the templates, testing, how to turn them on and the execution history.
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An automation is a rule that starts with an event (the trigger) and runs the steps you defined, like sending a WhatsApp message or asking an AI agent for a task. It lives in Workflows, in the menu.
The automation editor is visual, but technical. That is why the XBASE specialist team builds the automations with you. This page explains what each part does, so you can follow, adjust and check the result. To start from a template, follow How to create an automation.
How it works
- Every automation has a Start step, where the trigger is, and the following steps, connected by lines in the editor.
- When the trigger happens, XBASE runs the steps in the order of the lines. Each time this happens is an execution, and they all stay in the history.
- The automation starts as a Draft. After it is tested, it is published and becomes Active.
- The editor saves on its own while you work. At the top it shows Saved at and the time.
Triggers: how an automation starts
| Trigger | How it works |
|---|---|
| Scheduled time | The automation runs on the day and time set in the Start step, once or repeating (for example, Monday to Friday at 9 a.m.). The time is Brasília time. |
| Notice from another system | Each automation has its own address, which shows in the Start step as Workflow Webhook URL. When your website, form or CRM calls this address, the automation runs with the data sent. Whoever sets up your system uses this address. |
| By the team, in the conversation | In Chatcenter, the agent types /, chooses the automation (the Workflows filter shows only them) and sends it. The automation runs for that conversation. On a WhatsApp number with the 24-hour window closed, this sending is blocked. |
| Instagram comment | When someone comments a keyword on a post, XBASE sends a Direct message. This rule has its own screen, in Instagram → Messages, and you set it up yourself, without the editor. |
| Conversation without reply | When the customer goes without replying to the agent for the chosen time, the automation starts for that conversation and stops on its own when they reply. See Conversation follow-up. |
There are currently no triggers for a message received on WhatsApp, a contact created, a tag or a funnel stage change. Incoming WhatsApp messages are answered by the number's AI agent, not by an automation.
The most used steps
In the editor, the steps are in a column on the left, in groups. You drag a step to the work area and connect one to another. Clicking a step opens its options. The most used ones:
| Step | What it does |
|---|---|
| Agent | An XBASE AI agent carries out the instructions you wrote. |
| Send WhatsApp Message | Sends through a connected number. In Send type, choose Template (approved) or Conversation (free text). Free text is only delivered within the WhatsApp 24-hour window. |
| Send as agent | In follow-up, the conversation's agent sends the text you wrote, with buttons and a product card. |
| Wait | In follow-up, holds the execution for minutes, hours or days and stops if the customer replies. |
| Add Tags | Adds tags to the conversation. |
| If/Else and Switch/Case | Split the automation into paths, based on a condition. |
| API Request | Sends or fetches data in another system of your company. |
| For Each | Repeats the steps for each item in a list. |
| Workflow | Runs another automation in the workspace. |
| End | Marks the end of the path. |
| Comment | A note in the work area, to explain the flow. It does not run anything. |
The editor has other, more technical steps. Build them with the specialist team when you need them.
Data passed from one step to another
A step can use what came from the trigger or from previous steps, like the name of the person who filled in a form. In a text field of the step, type {{ and the editor shows the list of what is available. Choose an item and it goes into the text between double curly braces.
Fixed values that several steps use are in Settings, in the editor's More options (⋯) menu, in the Environment Variables tab.
Ready-made templates
On the Workflows screen, the Templates tab shows the Start from a template gallery. Only templates with triggers that work today are included:
- Follow-up for people who stopped replying: creates a draft with four messages, as the agent, over three days for people who stopped replying. In the editor, you choose the agent and the approved templates.
- Turn comments into Direct messages: the Configure button opens the Instagram comment rule.
- WhatsApp welcome when your system notifies: creates a draft that sends an approved template when your system calls the automation's address. In the editor, you choose the number and the template.
- Scheduled routine with an agent: creates a draft that runs on weekdays at 9 a.m. and asks an AI agent for the instructions you write. In the editor, you choose the agent and the time.
The Use template button creates the automation as a Draft and opens the editor. Nothing runs until you publish.
At the end of the gallery, the Quick replies shortcut leads to the ready-made messages the team uses in the chat by typing /.
Test, turn on and turn off
- Test opens a chat next to the editor to run the automation right away. The test runs the steps for real: if the automation sends a message, it is sent. Test with your own number.
- Publish shows while the automation is a Draft and turns it on: the status becomes Active.
- In the More options (⋯) menu, Deactivate workflow and Activate workflow turn the automation off and on again. The status shows Active, Inactive or Draft.
- Start runs an execution now, without waiting for the trigger. It only works with the automation active.
- With a scheduled time, turning it on is what makes the automation run, and turning it off removes the next times.
- Version History, in the same menu, keeps restore points. Use Create Manual Version before a big change.
Execution history
At the top of the editor, next to Canvas, is Executions, with the total in parentheses. The list shows each time the automation ran, with its status:
| Status | What it means |
|---|---|
| Queued | waiting to start |
| Running | in progress |
| Completed | finished without errors |
| Failed | stopped because of an error |
| Cancelled | was interrupted |
Click an execution to see the duration, the data that went in and out and, when it failed, the error.
To see all automations together, click Analytics on the Workflows screen: the page shows Total Executions, Success Rate, Errors, Average Duration and the performance of each automation.
Automations and AI agents
- The automation follows the rule and the order of steps that were defined. The AI agent talks in free text with what you taught it.
- An automation can use an agent in an Agent step, for example to write a summary every morning.
- Incoming WhatsApp messages are answered by the agent linked to the number, not by an automation.
How to create and configure agents: AI agents.
Rules and limits
- Quantity: the number of automations depends on the plan. The limits are on Pricing.
- Who has access: the Workflows item shows for people whose role has the View workflows permission. Creating, editing, publishing and deleting requires the Manage workflows permission.
- Editor on the computer: the test and publish buttons are in the editor's desktop version.
- WhatsApp: outside the 24-hour window, only a template approved by Meta goes out. Each message sent follows Meta's pricing.
- Building: the specialist team builds the automations with you. You set up the comment that becomes a Direct message yourself.