The automation module allows you to automatically execute actions in ProgressionLIVE when a specific event occurs in a task.
These automations replace the majority of the old plugins and give administrators direct control over processes, without any technical intervention.
An automation always consists of three elements:
A trigger (when it occurs)
Conditions (in what context)
An action (what is executed)
Automations apply at the account level, not to an individual user.
Some automations are "premium" — a fee of $25/month will be added to your invoice for their setup.
Accessing the Automation Module
Open the Manage menu
Click on Automation in the left panel
Use:
Automation Catalog to create
My Automations to manage existing ones
Tip: If the Automation menu is not visible, this is generally a permissions issue. Support can enable access for your user role.
Understanding the "My Automations" Screen
Each automation displays:
Name
Trigger
Automation type
Creator
Status (enabled or disabled)
Available actions:
Edit
Duplicate
Enable / Disable
Delete
View change history
Tip: Use a descriptive and standardized name, for example:
WO – Send work order at Completed
Available Automation Types
Automated Email Sending
The most commonly used automation.
Allows you to automatically send an email to:
a client
a location
a human resource
assistants
a fixed email address (e.g. to administration)
Possible Triggers
Upon reaching a specific task status
After a delay following a task status change
Based on a date field in the task (e.g. appointment)
Recipients
Recipients can be:
dynamic (from the task, e.g. the task client's email)
fixed (email address entered manually)
Important:
A field must be of the Email type to be selectable as a recipient, or be a base email field in Progression.
Email Content
Customizable subject and message
Insertion of dynamic data (task code, fields, etc.)
Formatting (bold, italic, links)
Advanced Options
Fixed reply-to address
Attach a PDF via a print template
Save the PDF in the task
Include the task's attachments
Add a payment link (requires the payment module)
Sending conditions (e.g. boolean "Send email")
Automated SMS Sending
Works on the same logic as email sending, with a few differences:
No subject
One recipient at a time
Required fields of type Phone
Tip: SMS is ideal for urgent communications (e.g. "We are on our way").
Progression accounts have a significantly lower SMS sending limit than email. Avoid replacing all emails with SMS.
Copying Information Between Task and Entity
Allows you to automatically copy data between:
client ↔ task
location ↔ task
human resource ↔ task
task ↔ task
Common use cases:
Copy client notes into the task upon creation
Copy the technician's final note into the client record at the end
Important options:
Always copy data (will overwrite the current field content)
Copy only if the destination field is empty
Tip: Create a dedicated field (e.g. "Imported client note") to avoid overwriting manually entered data.
Task Creation on Transition
Automatically creates a new task when an existing task reaches a specific status.
Examples:
Quote accepted → creation of a service call
Work started → creation of a report or form
Work completed → creation of a follow-up task
Available options:
Task type to create
Initial task status
Parent/child link between tasks
Automatic copying of the client, location, human resource, appointment, and items
Adding Items at Task Creation
Fixed-price item
Automatically adds one or more products as line items on the invoice when a task is created.
Examples:
Labour
Travel fees
Basic inspection
The quantity can be:
0 (the technician adjusts)
a minimum (e.g. 3 hours)
Variable-price item (percentage)
Adds an item calculated as a percentage of the invoice total.
Common example:
fuel surcharge
Note: this automation is premium.
Advancing a Task Upon Payment Receipt
When the client makes a payment via a link:
the task automatically advances to a defined status (e.g. Payment Received, Ready to Invoice)
Note: this automation requires the Progression payment module.
Invoice Consolidation
Allows you to group the billing of multiple tasks into a single final task in order to issue a single invoice.
Two approaches:
main task with sub-tasks
consolidation by client and location
Note: this automation is premium.
General Best Practices
Test every automation before activating it in production
Avoid complex undocumented chains
Temporarily disable rather than delete
Document your internal automations
Use test task types or statuses
FAQ — Automation
What is the automation module used for?
It allows you to automatically execute actions (email, SMS, task creation, data copying, billing, etc.) when a specific event occurs in a task.
Does an automation apply to all users?
Yes. Automations are active at the account level and apply to all tasks that meet the defined criteria.
Why is my automation not triggering?
Verify that it is enabled, that the task type and trigger status are correct, that the conditions are met, and that the required fields (email or phone) are properly filled in.
What is the difference between "the task can change status" and "must remain at the status"?
Can change status: the action will be executed even if the task subsequently progresses.
Must remain at the status: the action is cancelled if the task changes status before sending.
Can I use a custom field as a recipient?
Yes, provided the field is of type Email for an email or Phone for an SMS.
Can I attach a PDF in an automated email?
Yes, via a print template. The selected PDF will be automatically attached to the email.
Do SMS replace emails?
No. SMS is recommended for urgent or time-sensitive communications (e.g. "We are on our way").
Can I disable an automation without deleting it?
Yes. Disabling is recommended for testing or temporary adjustments.
Do I need to convert my old plugins into automations?
No, only if you need to modify them or regain control of their configuration.