The Automations module in eCourtDate empowers your agency to streamline repetitive tasks with AI-driven workflows, automated document generation, chatbots, and availability templates, so your team can focus on higher-priority work.

### Overview

Automations bring together four powerful tools that reduce manual effort across your agency's daily operations. Whether you need to send reminders when a court date is created, generate documents from templates, deploy a chatbot to answer common questions, or define when your agency is available for appointments, the Automations module has you covered.

- **What it does:** Provides a centralized hub for creating and managing workflows, auto docs, chatbots, and availability templates.
- **Why it matters:** Saves staff time, ensures consistent communication, and improves the client experience by responding faster and more reliably.
- **Who uses it:** Agency administrators, supervisors, and staff responsible for client communications, document management, and scheduling.
- **Expected outcomes:** Fewer manual tasks, faster response times, consistent messaging, and accurate document generation.

#### Workflows

Workflows let you define a sequence of automated actions that trigger based on events in eCourtDate. For example, you can automatically send a reminder message when a court hearing is created, assign a client to a group based on case type, or update a record status when a payment is received. Workflows connect triggers (the event that starts the automation) with conditions (filters that determine whether the action should run) and actions (the task that gets executed).

#### Auto Docs

Auto Docs automatically generate documents from templates using client and case data. When a trigger condition is met, the system populates merge fields in your document template with real data and produces a finished document. This is ideal for generating court notices, compliance letters, payment confirmations, and other routine paperwork.

#### Chatbots

Chatbots provide AI-powered conversational support for your clients. You can create chatbots that answer frequently asked questions, help clients check their case status, or guide them through payment processes. Chatbots connect to your agency's knowledge base and help articles, so responses are accurate and relevant.

#### Availability Templates

Availability templates define when your agency is available for appointments, events, and chatbot responses. You set business hours, holidays, and timezone preferences. Availability templates link to calendars and chatbots so that clients only see open time slots and receive responses during operating hours.

### Prerequisites

Before using the Automations module, make sure you have:

- An active eCourtDate agency on staging or production
- Super admin access, or the **Manage Automations** permission
- At least one client record in the system for testing workflows
- Message templates configured if you plan to use automated messaging
- Document templates uploaded if you plan to use auto docs

### How-To Steps

#### Step 1: Access the Automations Module

1. Go to **Admin** > **Automations** in the top navigation bar.
2. Review the Automations dashboard, which displays your active workflows, auto docs, chatbots, and availability templates.

#### Step 2: Explore the Automations Dashboard

1. Click the **Workflows** tab to view and manage your automated workflows.
2. Click the **Auto Docs** tab to view and manage your document automations.
3. Click the **Chatbots** tab to view and manage your AI chatbots.
4. Click the **Availability** tab to view and manage your availability templates.

#### Step 3: Create Your First Automation

1. Select the tab for the type of automation you want to create (Workflows, Auto Docs, Chatbots, or Availability).
2. Click the **Create** button on the corresponding tab.
3. Fill out the required fields for the automation type.
4. Click **Save** to create the automation.

#### Step 4: Test and Activate

1. Review your new automation in the list.
2. Use **Simulate Mode** (where available) to test the automation without affecting real data.
3. Verify the automation behaves as expected.
4. Disable **Simulate Mode** and click **Save** to go live.

### What to Expect

After setting up automations, your workflows run automatically based on the triggers and conditions you configure. Auto docs generate documents when trigger conditions are met. Chatbots respond to client inquiries in real time. Availability templates control when your agency is accessible. All automations take effect immediately after you click **Save**, and you can monitor their activity from the Automations dashboard.

### Best Practices

- Start with one automation type and expand gradually. For example, set up a single workflow before adding chatbots and auto docs.
- Use **Simulate Mode** to test every automation before enabling it in production.
- Review your automations monthly to ensure they still match your agency's current processes.
- Combine workflows with auto docs for end-to-end automation. For example, trigger a document generation and a reminder message from the same event.
- Name your automations descriptively (e.g., "Court Hearing Reminder - 3 Day" or "Payment Confirmation Letter") so your team can identify them quickly.

### Frequently Asked Questions

**Q: How many automations can my agency create?**
A: There is no hard limit on the number of automations. You can create as many workflows, auto docs, chatbots, and availability templates as your agency needs.

**Q: Can I pause an automation without deleting it?**
A: Yes. You can deactivate any automation from the Automations dashboard. Deactivated automations remain saved and can be reactivated at any time.

**Q: Do automations apply retroactively to existing records?**
A: No. Automations apply to new events going forward. They do not retroactively process records that were created before the automation was enabled.

**Q: Can I use automations across multiple regions?**
A: Yes. Automations are configured per agency, and each region (staging, us-south, us-west, us-east, us-texas) can have its own set of automations.

**Q: Who can create and manage automations?**
A: Users with super admin access or the **Manage Automations** permission can create, edit, and delete automations.

### Troubleshooting

**Issue:** Automation is not appearing on the dashboard.
**Symptoms:** You created an automation but it does not show in the list.
**Solution:**

1. Refresh the page and verify you are on the correct tab (Workflows, Auto Docs, Chatbots, or Availability).
2. Check your user permissions to ensure you have the **Manage Automations** permission.
3. Verify the automation was saved successfully by looking for a confirmation message after clicking **Save**.

**Issue:** Workflow is not triggering as expected.
**Symptoms:** The trigger event occurs but no action is executed.
**Solution:**

1. Open the workflow and verify the trigger is set to the correct event type.
2. Check the conditions to ensure they match the record's current data.
3. Confirm the workflow is active and not paused or in simulate mode.
4. Review the run history in the workflow's log tab for error details.

> **Important:** If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate and create a ticket by clicking the ticket button in the bottom right corner of the screen.

### Related Articles

- [How to Build Automated Workflows](/how-to-build-automated-workflows)
- [How to Create Workflows](/how-to-create-workflows)
- [How to Create Auto Docs](/how-to-create-auto-docs)
- [How to Create a Chatbot](/how-to-create-a-chatbot)
- [How to Create Chatbots](/how-to-create-chatbots)
- [How to Set Up AI Chatbots](/how-to-set-up-ai-chatbots)
- [How to Create Availability Templates](/how-to-create-availability-templates)
- [How to Manage Automations](/how-to-manage-automations)