Workspace
Automations
Automations run small workflow steps for you when something important happens in CoPortal, like a quote being accepted, an invoice going overdue, a project changing status, a task being completed, or a new lead arriving.
What automations are for
Use automations for the repeatable follow-ups that should not depend on someone remembering to do them manually:
- •Send a welcome email when a quote is accepted
- •Create an internal task when a project moves to review
- •Post a project message when a task is completed
- •Send a webhook to another system when a lead is created
Triggers
An automation starts from one trigger. Available triggers include:
- •Quote accepted - runs when a client accepts a quote
- •Invoice overdue - runs on the configured overdue day
- •Project status changed - runs when a project moves into the selected status
- •Task completed - runs when a task first transitions into complete
- •New lead - runs when a lead is created
Actions
Each step in an automation performs one action:
- •Send email - send a templated email to the client, project client, workspace owner, or a custom email address
- •Create task - add a task to the relevant project with a title, description, and status
- •Post project message - add a visible project message for the client or team
- •Notify team - push an in-app notification to workspace members
- •Update project status - move the related project to a new status
- •Webhook - send event data to an external URL
Multi-step sequences (Studio+)
An automation can be more than one step. Add waits between steps and gate any step on a condition so it only runs when the data still matches.
- •Waits - pause the chain in minutes, hours, or days. The remaining steps resume automatically when the wait elapses.
- •Conditions - attach an “only if” rule to any step. Compare any of the trigger’s tokens with equals / contains / greater than / less than / is set / is empty.
- •Live re-check - when a delayed step runs, CoPortal refreshes the underlying invoice / project / quote first, so conditions like “invoice still unpaid” reflect current state, not the snapshot at trigger time.
- •Templates - start from one of the prebuilt sequences (overdue follow-up, post-accept onboarding, win-back nudge) and customise from there.
Note: The first step of a chain runs immediately when the trigger fires. Each step writes its own line into the run history so you can see exactly what ran and what was skipped.
Plan limits
- •Free - no active automations
- •Solo - 3 active automations
- •Studio - 10 active automations
- •Agency - 25 active automations
Note: Inactive automations do not count against your active automation limit. Free workspaces can draft automations but cannot enable them.
Best practices
- •Keep client-facing automation copy short and specific
- •Use custom emails only for fixed operational inboxes, not one-off recipients
- •Test webhook destinations before relying on them for critical work
- •Use the invoice overdue day setting carefully so follow-ups do not duplicate existing reminder emails