Automations in FlowOS
FlowOS runs dozens of automations the moment your workspace is created. This page lists every automation — what is already running, what takes a one-time setup, and what you can build yourself.
32
Zero setup
18
Minimal setup
7
Build your own
8
Coming soon
1 — Zero Setup
These run automatically the moment your workspace is live. No configuration needed.
Ticket & Case Management
Agent notified instantly when a ticket is assigned to them
Customer notified the moment their ticket is resolved
Warning sent to agent when ticket is approaching SLA deadline
Alert sent to agent the moment an SLA is breached
OLA (internal team target) breach detected and alerted every 5 minutes
P1 critical ticket with no owner escalated to manager after 30 minutes
Stale tickets with no activity flagged every morning at 8am
Workflow crashes trigger an automatic notification to the team
Customer & Feedback
Customer receives auto-acknowledgment when they submit portal feedback
CSAT survey sent to customer automatically after their ticket is resolved
CSAT survey expires automatically if customer does not respond in time
All feedback submissions tagged with category automatically on arrival
Negative feedback (≤ 2 stars or very negative sentiment) auto-escalated to High or Critical priority
Feedback routed by category — Billing → High, Escalation → Critical, Technical → High
Unresponded feedback escalated to High priority after 2 days — runs every morning at 08:30 UTC
On-Call & Escalation
On-call page not acknowledged within 5 minutes escalates to next person automatically
On-call escalation continues up the chain until someone responds
Integrations
Connected integrations health-checked every 5 minutes
Integration marked as degraded after 1 failure, down after 3 consecutive failures
Circuit breaker opens automatically when a connected system goes down
OAuth tokens renewed automatically before they expire
OAuth connector owner notified automatically if token renewal fails
CMDB configuration item health change notifies CI owner automatically — triggers when healthStatus changes via API or manual update
Knowledge & Assets
Knowledge base articles moved to "Needs Review" automatically when they expire
Asset expiry warnings sent automatically 30 days before licenses or warranties run out — runs daily at 09:00 UTC
Reporting & Monitoring
KPI threshold breaches detected and alerted every 15 minutes
Anomaly detection runs on platform metrics every hour
Scheduled reports emailed automatically every morning at 7am
Plugin update notifications sent automatically every morning at 9am
Platform
Data retention policies execute automatically — old records purged on schedule
Notifications rate-limited — same person never spammed more than once per entity per 5 minutes
Notifications batched into hourly or daily digest per user preference
2 — Minimal Setup
One-time configuration, then runs automatically forever.
Email & Inbound
Inbound emails converted to tickets automatically
→ Connect your IMAP inbox credentials in Settings → Email
Email subject line sets ticket type and priority automatically — rules are pre-built
→ "urgent / critical / outage / down" → P1 · "security / breach / hack" → P2 · "password / access / locked" → P3 · Everything else → Service Request
Multiple email inboxes polled independently at their own intervals
→ Connect each inbox's IMAP credentials separately
Feedback Channels
QR code feedback form live and collecting responses
→ Generate a QR code from Settings → Feedback Channels → QR Codes, print and place it
WhatsApp message → ticket created automatically
→ Add Phone Number ID, Access Token, and Verify Token in Settings → Feedback Channels → WhatsApp
Website widget captures feedback automatically
→ Copy the 1-line embed code from Settings → Feedback Channels → Widget, paste in your website
Google Reviews pulled in automatically — negative reviews create incidents
→ Add your Google Place ID and API Key in Settings → Feedback Channels → Google Reviews
WhatsApp Workflow Templates (Pre-Built)
"Customer WhatsApp Auto-Reply" — confirms new incident back to the customer on WhatsApp
→ Ships inactive as a workflow template. Trigger: "whatsapp.message.received" (isNewIncident = true). Enable it in Workflow Studio.
"Incident Status Changed → WhatsApp Customer Update" — texts the customer whenever incident status changes
→ Ships inactive as a workflow template. Trigger: "itsm.incident.status_changed" (skipped when status is closed). Enable it in Workflow Studio.
"Agent Assigned → WhatsApp Customer Notification" — texts the customer once an agent is assigned
→ Ships inactive as a workflow template. Trigger: "itsm.incident.assigned". Enable it in Workflow Studio.
"WhatsApp Customer Incident Resolution" — customer replies "close" / "resolved" / "cancel" / "fixed" and the workflow auto-closes the incident and confirms back on WhatsApp
→ Ships inactive as a workflow template. Trigger: "whatsapp.message.received" → condition node matches the reply → itsm-action node closes the incident → whatsapp node confirms. Enable it in Workflow Studio.
Assets & CMDB
Asset depreciation recalculated automatically on the 1st of every month
→ Add your assets to CMDB with purchase cost and depreciation method
CMDB CI going down or degraded auto-creates an incident
→ Enable "Auto-create incident" on the CI record — off by default to avoid noise on first setup
CMDB auto-discovers and populates configuration items on a schedule
→ Connect a discovery source in CMDB → Discovery
Operations
Problem review reminders sent every morning at 8am
→ Set a review date on each problem record
Backup runs automatically on your chosen frequency (hourly / daily / weekly / monthly)
→ Create a backup policy once
Scheduled data imports from external sources run automatically
→ Configure an import source once
Connector health alerts sent to the right person when a system goes down
→ Connect at least one integration
Notifications
Digest mode — notifications batched and sent as one email per user
→ Each user sets their own preference (hourly or daily) in their notification settings
3 — Build Your Own
These are not pre-built automations. These are the building blocks you use to create any automation your business needs.
Workflow Builder
- •Visual canvas — no code required
- •8 trigger types: record change, event, schedule, email, API call, button click, sub-workflow, webhook
- •30+ action types: notify, webhook, create/update record, approval, wait, loop, parallel, code, SLA timer, emit event, transform data
Event Bus
- •Any module publishes events — any workflow subscribes
- •Build event chains across ITSM, Integrations, Feedback, CMDB
- •One event can trigger another, creating complex pipelines
Flow SDK
- •Write TypeScript code artifacts that run on a schedule
- •Code that fires when any event occurs
- •Package logic into reusable modules and packs
- •Full execution logs and test sandbox included
Webhooks
- •Send data to any external system when a record changes
- •Automatic retry with exponential backoff on failure
- •HMAC-SHA256 signature for payload verification
REST API Builder
- •Expose your own custom API endpoints
- •External systems trigger FlowOS automations via these endpoints
Integration Connectors
- •Connect to any external system via REST
- •Automate data flow in both directions
- •Health monitoring and circuit breaker built in
Decision Tables
- •Define rules visually: if X and Y then do Z
- •No code required for complex conditional logic
- •Note: builder is available — runtime execution coming soon
4 — Coming Soon
These capabilities are on the roadmap. They do not exist in the current version.
Feedback Intelligence
Feedback volume spike triggers an alert
Follow-up workflow triggered automatically on low rating (e.g. call customer if rating is 1 or 2 stars)
Weekly feedback summary report emailed to team automatically
Ticket Management
Auto-assign tickets by skill, availability, or round-robin
Auto-close stale tickets after X days with customer notification
Change Management
Change freeze windows automatically enforce and block deployments
Reporting
Customer-facing SLA performance report emailed automatically each week
Workflow Engine
Decision table rules evaluated inside running workflows
Builder exists — runtime execution not yet built