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This comprehensive reference guide covers all available actions in Elementum’s automation system. Each action includes a description, example usage, and common use cases to help you build sophisticated automations.
Looking to understand automation concepts? Start with the Automation System guide to learn about event-driven automation and AI integration.

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Logic Actions

Logic actions control the flow and decision-making in your automations.
Purpose: Evaluate conditions and execute actions only when the condition is true.How it works: Creates a decision point in your automation where subsequent actions only run if the specified condition is met.Example:
IF customer_tier = "Enterprise"
  → Send Message to Teams (priority channel)
  → Make Assignment (senior agent)
Common Use Cases:
  • Route high-value customers to priority support
  • Apply different approval processes based on amounts
  • Trigger escalations for critical issues
  • Customize responses based on customer type
Variables: Outputs boolean result that can be referenced by other actions
Purpose: Provide alternative logic paths when the initial IF condition is false.How it works: Creates multiple conditional branches, allowing complex decision trees in your automation.Example:
IF order_amount > $10,000
  → Start Approval Process (CFO approval)
OTHERWISE IF order_amount > $1,000
  → Start Approval Process (manager approval)
OTHERWISE
  → Update Record Fields (auto-approved)
Common Use Cases:
  • Multi-tier approval workflows
  • Customer service routing based on multiple criteria
  • Pricing logic with different discount tiers
  • Escalation procedures with multiple levels
Variables: Outputs boolean result for each branch condition
Purpose: Execute a set of actions for each item in a collection or list.How it works: Loops through a collection of records or data, performing the same actions on each item.Example:
Search Records (today's orders) → Repeat for Each order:
  → Run Calculation (shipping cost)
  → Update Record Fields (add shipping)
  → Send Email Notification (shipping confirmation)
Common Use Cases:
  • Process multiple orders simultaneously
  • Send notifications to multiple users
  • Update multiple records with the same information
  • Generate reports for multiple departments
Variables: Provides access to current item in loop and loop iteration count

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Record Actions

Record actions manage data creation, updates, and relationships within your system.
Purpose: Add new records to your tables automatically.How it works: Creates a new record with specified field values, often using data from triggers or previous actions.Example:
Email Received → Create Record (Support Ticket)
  → Fields: Subject, Customer Email, Priority, Description
  → Result: New support ticket ready for assignment
Common Use Cases:
  • Generate support tickets from emails
  • Create project records for new customers
  • Log activities and interactions
  • Generate invoices from completed orders
Variables: Outputs new record ID and all field values for use in subsequent actions
Purpose: Modify existing record data with new information.How it works: Changes field values in existing records, often using data from AI analysis or calculations.Example:
AI Classification → Update Record Fields (Lead Record)
  → Fields: Lead Score, Priority, Qualification Status
  → Result: Lead record updated with AI insights
Common Use Cases:
  • Update customer information from external sources
  • Change order status as it progresses
  • Apply AI-generated classifications to records
  • Update project progress and milestones
Variables: Outputs updated record with new field values
Purpose: Find records that match specific criteria.How it works: Queries your data to find records meeting certain conditions, returning matching results.Example:
Search Records (Customers)
  → Criteria: Email = trigger.sender_email
  → Result: Customer record for follow-up actions
Common Use Cases:
  • Find customer records from email addresses
  • Locate related orders or projects
  • Identify overdue tasks or activities
  • Find records needing attention or updates
Variables: Outputs matching records with all field data accessible
Purpose: Create connections between different records.How it works: Establishes relationships between records, enabling data connections and workflows.Example:
Create Record (Project) → Relate Records
  → Link: New Project → Customer Record
  → Result: Project connected to customer for tracking
Common Use Cases:
  • Link projects to customers
  • Connect orders to customer accounts
  • Associate support tickets with products
  • Create document relationships
Variables: Outputs relationship details and connected record information
Purpose: Initiate approval workflows for records requiring authorization.How it works: Begins an approval process with designated approvers and workflow steps.Example:
Create Record (Purchase Order) → Start Approval Process
  → Approver: Manager (if < $5,000), CFO (if > $5,000)
  → Result: Approval workflow begins with notifications
Common Use Cases:
  • Purchase order approvals
  • Document review processes
  • Budget approval workflows
  • Policy exception requests
Variables: Outputs approval process ID and current status
Purpose: Automatically assign records or tasks to appropriate team members.How it works: Routes work to specific users based on criteria like workload, expertise, or availability.Example:
AI Classification → Make Assignment
  → IF category = "Technical" → Assign to Technical Team
  → IF category = "Billing" → Assign to Billing Team
Common Use Cases:
  • Route support tickets to appropriate teams
  • Assign leads to sales representatives
  • Distribute work based on expertise
  • Balance workloads across team members
Variables: Outputs assigned user information and assignment details
Purpose: Add users to monitor record changes and updates.How it works: Subscribes users to receive notifications when records are modified.Example:
Create Record (High Priority Issue) → Add Watcher
  → Watcher: Department Manager
  → Result: Manager receives updates on issue progress
Common Use Cases:
  • Keep managers informed of critical issues
  • Notify stakeholders of project changes
  • Alert team members to important updates
  • Maintain oversight on sensitive matters
Variables: Outputs watcher details and notification preferences
Purpose: Prevent changes to specific record fields.How it works: Applies field-level restrictions to maintain data integrity.Example:
Approval Process Complete → Record Field Locking
  → Lock: Price, Terms, Approval Status
  → Result: Critical fields protected from changes
Common Use Cases:
  • Lock approved contract terms
  • Protect financial calculations
  • Secure completed approval decisions
  • Maintain audit trail integrity
Variables: Outputs locking status and protected field list
Purpose: Modify the status of approval processes.How it works: Changes approval workflow status based on decisions or conditions.Example:
Manager Decision → Update Approval Status
  → Status: Approved/Rejected/Pending
  → Result: Workflow advances to next step
Common Use Cases:
  • Process manager decisions
  • Handle approval timeouts
  • Update workflow progress
  • Trigger post-approval actions
Variables: Outputs new approval status and workflow state

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Communication Actions

Communication actions manage notifications, messages, and team collaboration.
Purpose: Send professional emails to up to 25 recipients as part of your workflow.How it works: Delivers formatted emails with dynamic content using variables from your automation.Example:
Support Ticket Created → Send Email Notification
  → To: Customer, Account Manager
  → Subject: "Ticket #{{ticket_number}} - {{issue_summary}}"
  → Content: Professional acknowledgment with next steps
Features:
  • Multiple recipients (up to 25)
  • HTML formatting support
  • Dynamic content with variables
  • Attachment capability
  • Professional templates
Common Use Cases:
  • Customer confirmations and updates
  • Team notifications and alerts
  • Executive summaries and reports
  • Process completion notifications
Variables: Outputs email delivery status and recipient information
Purpose: Send real-time messages to Microsoft Teams channels.How it works: Integrates with Teams to deliver instant notifications to team collaboration spaces.Example:
High Priority Alert → Send Message to Teams
  → Channel: #critical-alerts
  → Message: "🚨 Critical issue: {{issue_description}} - Customer: {{customer_name}}"
Common Use Cases:
  • Critical issue alerts
  • Team coordination messages
  • Progress updates and milestones
  • Urgent escalations
Variables: Outputs message delivery status and channel information
Purpose: Add comments to records for documentation and audit trails.How it works: Creates timestamped comments on records to document automation actions and decisions.Example:
AI Classification → Post Comment
  → Comment: "AI classified as {{category}} with {{confidence}}% confidence"
  → Result: Automated documentation of AI decision
Common Use Cases:
  • Document automation decisions
  • Log process milestones
  • Track approval reasoning
  • Maintain audit trails
Variables: Outputs comment ID and timestamp for reference

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File Actions

File actions process documents, extract information, and manage file operations.
Purpose: Extract text content from uploaded files.How it works: Processes various file formats to extract readable text for further automation processing.Supported Formats: PDF, DOC, DOCX, TXT, CSV, ExcelExample:
Attachment Added → Read File
  → Input: Uploaded contract PDF
  → Output: Full text content for analysis
Common Use Cases:
  • Extract content from contracts
  • Process uploaded reports
  • Read customer communications
  • Import data from documents
Variables: Outputs file content as text and file metadata
Purpose: Use AI to analyze documents and extract key information intelligently.How it works: AI understands document context and extracts relevant structured data automatically.Example:
Contract Upload → AI File Analysis
  → Analysis: Extract parties, dates, terms, obligations
  → Result: Structured contract data for tracking
Analysis Types:
  • Contract Analysis: Parties, dates, terms, obligations
  • Invoice Processing: Vendor, amount, line items, due dates
  • Resume Screening: Skills, experience, education
  • Report Analysis: Key metrics, trends, insights
Common Use Cases:
  • Automated contract processing
  • Invoice data extraction
  • Resume screening
  • Document classification
Variables: Outputs structured data extracted from document
Purpose: Process multiple files simultaneously.How it works: Handles batch file processing for efficiency when dealing with multiple documents.Example:
Multiple Files Uploaded → Read Bulk File
  → Process: All monthly reports
  → Result: Combined data from all files
Common Use Cases:
  • Process monthly report batches
  • Handle multiple customer uploads
  • Batch document processing
  • Archive file analysis
Variables: Outputs array of file contents and processing results
Purpose: Save files as attachments to specific records.How it works: Associates uploaded files with records for organized document management.Example:
Email with PDF → Save Attachment
  → Attach to: Customer Record
  → Result: Document stored with customer
Common Use Cases:
  • Save contracts with customer records
  • Attach invoices to orders
  • Store documentation with projects
  • Organize file submissions
Variables: Outputs attachment details and storage location
Purpose: Extract files from compressed archives.How it works: Processes ZIP files to access contained documents for further processing.Example:
ZIP File Uploaded → Unzip File
  → Extract: Monthly reports and data files
  → Result: Individual files ready for processing
Common Use Cases:
  • Process batch document uploads
  • Handle archived file submissions
  • Extract backup file contents
  • Bulk document processing
Variables: Outputs list of extracted files and their contents

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Data Actions

Data actions perform calculations, transformations, and AI-powered data processing.
Purpose: Execute mathematical operations and business calculations.How it works: Performs calculations using record data and variables to generate computed values.Example:
Order Created → Run Calculation
  → Calculate: (Subtotal × Tax Rate) + Shipping
  → Result: Total order amount with taxes
Common Use Cases:
  • Calculate pricing and taxes
  • Compute discounts and fees
  • Determine shipping costs
  • Analyze financial metrics
Variables: Outputs calculated values for use in other actions
Purpose: Use AI to clean, normalize, and enhance data automatically.How it works: AI analyzes data patterns and applies intelligent transformations for consistency.Example:
Customer Data Import → Transform Data with AI
  → Transform: Standardize addresses, format phone numbers
  → Result: Clean, consistent customer data
Transformation Types:
  • Address Standardization: “123 main st” → “123 Main Street”
  • Phone Formatting: “5551234567” → “(555) 123-4567”
  • Company Name Matching: “Microsoft Corp” → “Microsoft Corporation”
  • Date Normalization: Various formats → Standard format
Common Use Cases:
  • Clean imported data
  • Standardize customer information
  • Normalize addresses and contacts
  • Format business data consistently
Variables: Outputs transformed data in standardized format
Purpose: Automatically categorize and classify data using AI.How it works: AI analyzes content and assigns appropriate categories, tags, or classifications.Example:
Support Email → AI Classification
  → Analysis: Email content and context
  → Result: Category (Bug, Feature Request, General Support)
Classification Types:
  • Support Ticket Categorization: Bug, Feature, Support
  • Lead Qualification: Hot, Warm, Cold
  • Document Classification: Contract, Invoice, Report
  • Content Analysis: Sentiment, Priority, Topic
Common Use Cases:
  • Categorize support tickets
  • Classify lead quality
  • Organize documents
  • Analyze customer sentiment
Variables: Outputs classification results and confidence scores
Purpose: Generate concise summaries of lengthy content.How it works: AI analyzes long-form content and extracts key points into digestible summaries.Example:
Long Customer Feedback → AI Summarization
  → Analysis: Extract key points and sentiment
  → Result: Executive summary for leadership
Summarization Types:
  • Executive Summaries: Key business points
  • Technical Summaries: Main technical details
  • Customer Feedback: Sentiment and main concerns
  • Report Summaries: Key metrics and findings
Common Use Cases:
  • Summarize customer feedback
  • Create executive briefings
  • Digest long reports
  • Extract meeting highlights
Variables: Outputs summary text and key extracted points
Purpose: Store values for use in subsequent automation actions.How it works: Creates named variables that can be referenced throughout your automation workflow.Example:
Run Calculation → Set Variable
  → Variable Name: discount_amount
  → Value: ${{calculated_discount}}
  → Usage: Apply discount in subsequent actions
Common Use Cases:
  • Store calculation results
  • Save API response data
  • Cache frequently used values
  • Create dynamic content
Variables: Creates the specified variable for use in later actions

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User Actions

User actions manage user searches and assignments within your system.
Purpose: Find users within your system based on criteria.How it works: Queries user database to find appropriate team members for assignments or notifications.Example:
Technical Issue → Search Users
  → Criteria: Department = "Engineering", Available = true
  → Result: Available engineers for assignment
Search Criteria:
  • Department or team
  • Skills and expertise
  • Availability status
  • Location or time zone
  • Role or permissions
Common Use Cases:
  • Find appropriate agents for assignments
  • Locate subject matter experts
  • Identify available team members
  • Route based on expertise
Variables: Outputs user details and availability information

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External Actions

External actions integrate with external systems and services.
Purpose: Connect with external systems through API calls.How it works: Makes HTTP requests to external services to retrieve or send data.Example:
Order Created → Send API Request
  → Endpoint: Inventory Management System
  → Request: Check stock levels for order items
  → Result: Current inventory status
Request Types:
  • GET: Retrieve data from external systems
  • POST: Send data to external services
  • PUT: Update external system records
  • DELETE: Remove data from external systems
Common Use Cases:
  • Check inventory levels
  • Validate addresses
  • Process payments
  • Update CRM systems
  • Sync with accounting software
Variables: Outputs API response data and status information
Purpose: Execute custom business logic and specialized processing.How it works: Runs custom functions when built-in actions don’t meet specific requirements.Example:
Complex Data → Run Function
  → Function: Custom pricing algorithm
  → Input: Customer data, order details
  → Result: Specialized pricing calculation
Function Types:
  • Custom Calculations: Specialized business logic
  • Data Processing: Complex transformations
  • External Integrations: Custom API handling
  • Analytics: Advanced data analysis
Common Use Cases:
  • Complex pricing calculations
  • Specialized data processing
  • Custom integrations
  • Advanced analytics
Variables: Outputs function results and computed values

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Workflow Actions

Workflow actions manage automation processes and system interactions.
Purpose: Create reports based on data criteria and analysis.How it works: Compiles data into formatted reports for stakeholders and analysis.Example:
End of Month → Generate Report
  → Report Type: Sales Performance Summary
  → Data: Monthly sales, targets, performance metrics
  → Result: Executive dashboard report
Report Types:
  • Performance Reports: Sales, productivity, efficiency
  • Status Reports: Project progress, system health
  • Compliance Reports: Audit trails, regulatory data
  • Analytics Reports: Trends, insights, predictions
Common Use Cases:
  • Monthly performance summaries
  • Project status reports
  • Compliance documentation
  • Executive dashboards
Variables: Outputs report content and distribution information

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Quick Action Categories

Logic & Control

If, Otherwise If, Repeat for Each

Data Management

Create, Update, Search, Relate Records

Communication

Email, Teams Messages, Comments

File Processing

Read, AI Analysis, Bulk Processing

AI Intelligence

Classification, Summarization, Data Transform

External Integration

API Requests, Custom Functions

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Getting Started with Actions

  1. Choose Your Trigger: Start with an event that matters to your business
  2. Add Intelligence: Use AI actions to analyze and understand your data
  3. Take Action: Apply the appropriate record, communication, or file actions
  4. Monitor Results: Use the automation history to track performance
Ready to build your first automation? Return to the Automation System guide for step-by-step instructions and real-world examples.
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