Automated Actions

Automated Actions let a workflow step run itself instead of waiting on approver votes: it can send a webhook to a URL you choose, or email someone outside the approval process a view-only link to the request. You author these on the same Workflow canvas as approval steps, using a third step mode, and they are available on all tiers. This guide is for Administrators, and assumes you already have a workflow open on its Workflow canvas and a form people can submit to.

Who this is for: admin.

Add an automated action step that sends a webhook, and send a test delivery to prove the endpoint answers

Use a webhook action when another system needs to hear about a request without anyone clicking anything — the test delivery proves the endpoint answers before real requests depend on it. Note that deliveries are unsigned, so receivers should treat them as notifications and fetch trusted details from the API.

1. Sign in as an Administrator.

2. On the Workflow canvas, click Add a new step below this one at the position where the automated step should run.

   

3. In the step modal, click Automated action to switch the step out of approver mode.

   

4. Click Send a webhook Sends a summary of the request to a URL you choose.

   

5. In Destination URL, enter the URL of the endpoint that should receive the request summary.

   

6. Press Tab to leave the field so the URL is validated.

   

7. Click Send test to send a test delivery to that endpoint. Test sends are rate limited to 5 per minute per user and step, and a successful test stamps a Tested badge that clears if you later change the URL or the action.

   

8. Click Close to return to the canvas.

   

The step on the canvas reads Runs after final approval, confirming it is the last step and will fire once the request is approved.

Add a second automated action step that emails a third party when the request is approved

An email action tells a third party — a supplier, a bookkeeper, anyone outside the approval process — that a request reached this step, using a signed no-login view-only link. Nothing is attached to the email; files download from the view page, and the link expires on the workflow's signed-link setting (7 days by default) even though the viewer grant itself doesn't expire.

1. Click Add a new step below this one at the position where the notification should go out.

   

2. In the step modal, click Automated action.

   

3. Click Send an email Notifies a third party — someone outside the approval process — when the request reaches this step.

   

4. In Add any email address…, type the outside address that should receive the view-only link (e.g., orders@harborsupply.example).

   

5. Press Enter to turn the address into a recipient chip.

   

6. Click Close to return to the canvas.

   

The step summarizes its audience as 1 recipient.

Submit a request and approve it — the webhook delivers and the email goes out

This is the run you use to confirm both action steps behave on a real request. A final action fires after the last human decision, carrying the approved status — and because the approval isn't held by delivery, a failed final action still leaves the request approved and surfaces separately for retry.

1. Open the workflow's request form.

   

2. In Cost, enter the amount the request is for — the example uses 1849.

   

3. In Item, enter what is being requested — the example uses Warehouse label printer.

   

4. Click Submit.

   

5. Go back to the workflow to find the request waiting on you.

   

6. Click the request you just submitted (Warehouse label printer in the example screenshots).

   

7. Click Approve to record the final decision.

   

The request page confirms your decision with You Approved This Request.

Open the emailed view-only link as the recipient

Open the link the way the recipient does to check what an outside party actually sees: a read-only view of the request, reached without signing in. Recipients never see approver controls, and requesters never see delivery details of the automated step either way.

1. Click Account menu.

   

2. Click Log Out, since the emailed link is meant to work without an account.

   

3. Open the email inbox for the recipient address you added.

   

4. Open the sharing notification (A request was shared with you: Warehouse label printer in the example screenshots).

   

5. Click View Request to open the signed view-only link.

   

The view-only page opens and names the address it was shared with — orders@harborsupply.example in the example screenshots.