How to manage automations

The **Automations** dashboard collects every automated tool your agency runs in eCourtDate, so you can find, edit, pause, and archive them from one place.

### Overview

**Admin** > **Automations** opens the **Automation & AI Tools** page, which links to the six automation types your agency can run: **Workflows**, **Auto Docs**, **Chatbots**, **Supervisions**, **Violations**, and **Availability Templates**. Each type has its own list with a search form, a sortable table, and bulk actions, and every open record has a **Tools** menu for archiving, trashing, and restoring.

- **What it does:** Gives you one entry point to every automation your agency has created, plus the search, status, and archive controls that keep the lists current.
- **Why it matters:** Automations run without supervision, so you need a reliable way to see what exists, pause what should stop, and put aside what is no longer used.
- **Who uses it:** Agency administrators and supervisors who maintain automations after they are built.
- **Expected outcome:** A short, accurate list of active automations, with everything else archived or trashed rather than left running.

### Prerequisites

Before you manage automations, make sure you have:

- Access to the **Admin** menu in the top navigation (the menu is hidden for accounts whose navigation is restricted)
- Super admin access, or an account whose navigation is not restricted for the automation types you need to change
- At least one automation already created

### How-To Steps

#### Open an automation list

1. Click **Admin** in the top navigation.
2. Click **Automations** to open the **Automation & AI Tools** page.
3. Click the card for the type you want: **Workflows**, **Auto Docs**, **Chatbots**, **Supervisions**, **Violations**, or **Availability Templates**.
4. Use the tab row at the top of any automation list to move between types without returning to the dashboard.

#### Find an automation

1. Enter a keyword in the **General Search** field of the search card, then click **Search** (the **Chatbots** list labels this field **Search**).
2. Check **Archived** or **Trashed** to list records you have already removed from the default view.
3. Click a column heading such as **Name**, **Status**, or **Last Run** to sort the table by that column.
4. Click the arrow button beside the sorted heading to switch between ascending and descending order.
5. Click **Load more** below the results to append the next batch of records. The button appears only while records remain unloaded.

#### Read the list columns

1. Check the **Status** column badge on the **Workflows** and **Auto Docs** lists. A record saved without a status shows a **No status** badge.
2. Check the **Last Run** column on the **Workflows** list for the most recent run. A workflow that has never run shows a **Never Run** badge.
3. Check the **Steps** and **Trigger** columns to see how large a workflow is and what starts it.
4. Check the **Last Active** column on the **Auto Docs** list, alongside **Schedule**, **Format**, **Data Source**, and **Destination**.

#### Edit an automation

1. Click the edit icon in the first column of the row to open the record.
2. Update the fields in the **Edit Workflow** card, such as **Name**, **Description**, **Status**, and **Trigger** (the card is named for the record type you opened).
3. Click **Save** in the top right corner.
4. Click **Close** to return to the list.

#### Pause or reactivate a workflow

1. Open the workflow you want to stop.
2. Select **paused** in the **Status** field.
3. Click **Save**.
4. Select **active** and click **Save** again when you want the workflow live.

Auto docs offer **active** and **draft** only. Chatbots, supervisions, violations, and availability templates have no **Status** field, so archive them instead.

#### Preview a workflow before you activate it

1. Open the workflow and find the **Workflow Builder** card.
2. Click **Test Run**.
3. Click **Show Step Details** in the **Test Run Results** panel to see each step, its action type, and its duration.
4. Click **Close** on the panel when you are finished.

#### Archive, trash, or restore one automation

1. Open the automation.
2. Click **Tools** in the top right corner.
3. Click **Archive** to take the record out of the default list, or **Trash** to remove it.
4. Click **Tools** > **Restore** on an archived or trashed record to return it to the default list.

#### Archive, trash, or restore several automations

1. Select the checkbox in the **Select** column for each record you want to change.
2. Click **Select All** to extend the selection to every record currently loaded in the table.
3. Click **Archive** or **Trash**. **Restore** replaces both buttons while you are viewing **Archived** or **Trashed** results.
4. Click **Confirm** on the prompt that asks you to confirm the action.

#### Download a copy of your automations

1. Click **PDF** or **CSV** in the top right corner of the results card.
2. Click **PDF** on an open automation to download that single record.

### What to Expect

Saving an automation shows a confirmation alert naming the record type, such as "Workflow updated", and the **Updated** column reflects the new time on the lists that show it. Archiving or trashing a record shows a matching alert and adds a banner to the record ("Workflow was archived on" or "Workflow was trashed on"). While that banner is present the **Save** button is hidden, so you have to restore the record before you can edit it again. A workflow set to **paused** keeps its name, trigger, and every step in the **Workflow Builder**, so selecting **active** later brings it back exactly as you left it.

### Best Practices

- Fill in **Name** and **Description** on every workflow so your team can tell records apart in the list.
- Set a workflow you may need again to **paused** instead of trashing it.
- Sort by **Last Run** to find workflows that show a **Never Run** badge and check whether they are configured correctly.
- Use **Test Run** and **Show Step Details** to review a workflow's steps before you set it to **active**.
- Archive rather than trash, so **Tools** > **Restore** is always available.

### Frequently Asked Questions

**Q: Can I change more than one automation at a time?**

A: Yes. Select the checkbox in the **Select** column for each record, then click **Select All** to add the rest of the loaded records. Click **Archive**, **Trash**, or **Restore**, then click **Confirm**.

**Q: What is the difference between archiving and trashing an automation?**

A: Both take the record out of the default list. Check **Archived** or **Trashed** on the search form to find it again, then click **Tools** > **Restore** on the record to bring it back.

**Q: Can I pause every type of automation?**

A: No. **Workflows** offer active, draft, and paused, and **Auto Docs** offer active and draft. **Chatbots**, **Supervisions**, **Violations**, and **Availability Templates** have no **Status** field, so use **Tools** > **Archive** instead.

**Q: Does Test Run actually run my workflow?**

A: No. **Test Run** produces a **Test Run Results** preview of the steps you have configured. It does not process live records or send messages.

**Q: Can I export my automations?**

A: Yes. Click **PDF** or **CSV** at the top of the results card to download the list, or click **PDF** on an open automation to download that record.

### Troubleshooting

**Issue:** A saved workflow never runs.

**Symptoms:** The **Last Run** column shows a **Never Run** badge.

**Solution:**

1. Open the workflow and confirm **Status** is set to **active**.
2. Confirm one option is selected under **Trigger**.
3. Confirm the **Workflow Builder** contains at least one step and that the step is not dimmed as disabled.
4. Click **Save**.

**Issue:** An automation you created is missing from the list.

**Symptoms:** The list shows "No Workflows found." even though you know the record exists.

**Solution:**

1. Clear the **General Search** field and click **Search**.
2. Check **Archived** and click **Search**.
3. Check **Trashed** and click **Search**.
4. Open the record and click **Tools** > **Restore**.

**Issue:** You cannot save changes to an automation.

**Symptoms:** A banner reads "Workflow was archived on" or "Workflow was trashed on", and only **PDF**, **Tools**, and **Close** appear in the top right corner.

**Solution:**

1. Click **Tools**.
2. Click **Restore**.
3. Make your changes and click **Save**.

> **Important:** If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate, open the **Help** menu (the **?** button in the bottom right corner), and click **New support ticket**.

### Related Articles

- [Automations overview](/automations-overview)
- [How to create workflows](/how-to-create-workflows)
- [How to build automated workflows](/how-to-build-automated-workflows)
- [How to create auto docs](/how-to-create-auto-docs)
- [How to Create a Chatbot](/how-to-create-a-chatbot)
- [How to create availability templates](/how-to-create-availability-templates)
- [How to manage supervisions](/how-to-manage-supervisions)
- [How to manage violations](/how-to-manage-violations)