Workflow and automation

Automate approvals, escalations and processes directly on your data.

Automations in Apexloop run directly on your databases. You don't need a separate tool, integration layer or developer. Build workflows for approvals, notifications, escalations, data enrichment and integrations with a visual node editor.

0: lines of code
∞: custom flows
1: platform for data and processes

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How automation works

From trigger to result without manual work

Trigger

Something happens in your data

Record created, field changed, form submitted, date reached, webhook received or scheduled time hit.

Conditions

System evaluates the situation

Check values, relations, statuses or calculated fields. Branch flow into different paths.

Actions

System takes action

Update fields, create records, send email, notify users, call external API or create tasks.

Result

Process moves forward automatically

Right people are notified, data is updated and the next step is ready — without anyone coordinating it manually.

Outcome

Operational processes without manual coordination

Triggers

What can start an automation

Triggers respond to events in your databases or from external sources.

Record createdAutomation starts when a new row is added to a database — manually, via form, email or webhook.

Field changedResponds to changes in a specific column — status, amount, person, date or any custom field.

Date reachedTime-based trigger based on a datetime column or a fixed schedule (daily, weekly, monthly).

Webhook receivedExternal systems can trigger automations by sending data to a webhook URL.

Form submittedPublic or internal form submission creates a record and triggers workflow.

Scheduled runAutomation runs on a fixed schedule regardless of data changes — for monitoring, cleanup or reporting.

Actions

What automation can do

Each flow can chain multiple actions, branch by conditions and iterate over related records.

Update record fields

Set status, fill in values, calculate formula results or update related records.

Create new records

Create tasks, projects, invoices, notifications or any record in any database.

Send email

Use Plate pages as email templates with placeholders filled from record data.

Send notification

Push notification to specific users, groups or everyone involved with a record.

Call external API

HTTP and webhook nodes allow sending data to any external system or API.

Trigger another flow

Chain automations together or call sub-flows for reusable process blocks.

Example: purchase approval flow

1Request createdEmployee creates a purchase request with amount, category and justification.
2Amount checkAutomation checks if amount exceeds threshold. If yes, manager approval is required.
3Manager notifiedSystem sends notification and creates an approval task with deadline.
4Decision recordedManager approves or rejects — status is updated, requester is notified.
5Next steps triggeredIf approved, purchase order is created and procurement team notified.

What you can use in automation flows

Oblast	Co řeší	Příklad
Trigger	Event that starts the flow — record change, date, form, schedule or webhook.	Status changed to 'Approved', deadline reached, webhook from payment gateway
Condition node	Branches flow based on field values, relations or calculated results.	Amount > 10,000, category = Hardware, status ≠ Cancelled
Action node	Operation performed on data or external systems.	Update status, create invoice, send email, call API
Loop node	Iterates over a list of related records and applies actions to each.	Notify all project members, update all open tasks
Delay node	Pauses the flow for a set time or until a condition is met.	Wait 24 hours, wait until status = Approved
Sub-flow	Calls a reusable automation block to avoid repeating logic.	Send onboarding emails, generate invoice from template

Permissions

Control who can edit automations

Workflow management can be restricted to specific roles while the team only interacts with results.

Admin

Platform administrator

Create and edit automationsFull access

View run historyFull access

Manage triggersFull access

Process Owner

Business process manager

Edit own automationsEdit

View run historyRead only

Platform-wide triggersHidden

Team Member

End user

Automation managementHidden

Receive notificationsFull access

Approve tasksEdit

Email automation

Email templates built on your data

Automations can send rich emails using Plate page templates with record field placeholders.

Outgoing communication

Email templates with dynamic content
Attachments from record files
Personalisation from any database field

Internal notifications

Push notification to specific users
Group and role-based notifications
Escalation when deadline is missed

Comparison

Automation inside the platform vs. external automation tool

External automation tools require mapping data, maintaining integrations and managing separate credentials. Apexloop automation runs directly on your databases.

External automation toolZapier, Make, n8n

Data leaves the platformEvery trigger sends data out and back — latency, mapping errors and maintenance cost.

Context is lostExternal tools see only what you explicitly map — no relations, history or permissions.

Integration maintenanceAPI changes break flows. Someone must maintain mappings and credentials.

Apexloop automationBuilt into the platform

Runs on live dataFlows have direct access to all records, relations, history and permissions.

Full context availableConditions can reference related records, calculated fields and cross-database values.

No integration layer to maintainAutomation is part of the platform — it doesn't break when schemas change.

See automation features

Feature comparison

What Apexloop automation offers

Funkce	Apexloop	External automation tool
Triggers and data access
Record create/update triggers		via API polling
Access to related records
Date and schedule triggers
Webhook inbound triggers
Actions
Update database records		via API
Create records in any database		via API
Send email from Plate templates		limited
Loop over related records		complex setup
Maintenance
No API credential management
No schema mapping
Run history and debugging

Getting started

How to build your first automation

1
Identify the trigger
What event should start the flow? A new record, a status change, a date or an incoming form?
2
Define conditions
Should the flow run for all records or only when specific conditions are met?
3
Add actions
What should happen? Update a field, send a notification, create a record, call an API?
4
Test on real data
Run the flow on a test record and verify all actions work as expected.
5
Activate and monitor
Turn on the automation and watch the run history to confirm it behaves correctly.

Operational impact

What you save with workflow automation

Illustrative numbers based on common manual processes teams automate first.

Manual coordination

Without automation

Approval round-trips by email2–5 days

Manual status updatesdaily overhead

Forgotten deadline follow-upsrecurring

Data re-typed between systemsconstant

Hidden coordination costhigh

Coordination overhead grows with team size.

Apexloop automation

With workflow

Approval notification instantv ceně

Status updates automaticv ceně

Deadline alerts proactivev ceně

Data stays in one platformv ceně

Coordination overheadminimal

Team focuses on decisions, not on chasing status.

Common automation scenarios

Purchase approvalRequest → amount check → manager notification → approval decision → purchase order creation.

Order processingNew order → project creation → team notification → task assignment → deadline setting.

Helpdesk escalationSLA deadline approaching → escalation notification → priority upgrade → manager alert.

Customer onboardingNew customer → welcome email → onboarding task creation → checklist assignment.

Employee onboardingNew hire record → account creation requests → equipment orders → access permissions.

ReportingWeekly schedule → data aggregation → report generation → email to management.

Integration

Connect Apexloop to external systems

When you need to exchange data with other tools, webhook and HTTP nodes handle the integration.

Outbound webhooksSend data to any external system when something happens in Apexloop.

Inbound webhooksReceive events from external systems and trigger automations.

HTTP requestsCall any REST API from within an automation flow.

Polling schedulesCheck external sources on a schedule and act on changes.

Email integrationReceive emails, parse content and create records from messages.

Form submissionsPublic forms as entry points for data collection and workflow start.

In practice

Automation that teams actually trust

"The best automation is the one that runs invisibly. People just notice that things get done without anyone having to chase them."

Process team

Workflow implementation · Apexloop

Common questions about workflow automation

What can Apexloop automate?

Apexloop can automate any process that involves creating, updating or responding to records in your databases. Common scenarios include approval flows, status transitions, escalations, notifications, email sending, record creation from forms or external events, and scheduled reporting.

Does automation require any coding?

No. Automation flows are built with a visual node editor — drag, connect and configure nodes without writing any code. Conditions, actions and branches are all configured through a point-and-click interface.

Yes. Unlike external automation tools, Apexloop flows run inside the platform and have full access to all related records, backlinks and calculated fields. You can iterate over related records, read their values and update them as part of the flow.

Can automation send emails?

Yes. Email actions use Plate page templates with dynamic placeholders that are filled from record field values at send time. You can include attachments, links and rich formatting.

How do I monitor automation runs?

Every flow execution is logged with trigger details, action results and any errors. You can review run history, debug failed runs and see which records were affected.

Start automating your most repetitive processes

Build approval flows, escalations, notifications and integrations directly on your operational databases — no coding, no external tools.