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Internal Automations in Moxo

Moxo’s Internal Automations enhance workflow efficiency, consistency, and collaboration by automating key actions within the Moxo platform. These automations trigger tasks such as sending messages, uploading files, creating to-dos, scheduling meetings, and creating workspaces when specific actions in a flow are completed. By automating these routine tasks, businesses can reduce manual intervention, simplify complex workflows, decrease errors, boost task completion consistency, and improve overall productivity and accuracy.

 

Benefits of Internal Automations

  • Streamlined Efficiency: Automate repetitive tasks to save time and resources.
  • Improved Accuracy: Reduce the potential for errors by automating processes.
  • Consistent Workflows: Standardize tasks to ensure reliable outcomes.
  • Enhanced Collaboration: Foster better communication and task management within teams.
  • Focus on Priorities: Automations free up time for strategic, high-value tasks.

 

Available Internal Automation Options

Moxo provides the following internal automation options to simplify workflows:

  1. Send a Message: Automate workspace notifications to keep everyone updated.
  2. Upload Action Files: Automatically upload files shared during previous actions.
  3. Create To-Do: Generate task lists and assign responsibilities automatically.
  4. Create Workspace: Dynamically create new workspaces for projects or teams.
  5. Schedule Meetings: Automate scheduling to streamline coordination.

 

Setting Up Internal Automations

To configure internal automations:

  1. Navigate to the Flow Template Builder to create or edit a flow.
  2. Drag and drop Automations from the left-hand panel under Control, or click the + button where automation is needed.
  3. In the automation setup interface:
    • On the right-hand side, select one of Moxo's internal automation options (e.g. Send a Message, Upload Action Files, etc.).
    • Configure the automation settings based on the selected action.
  4. Save the automation after configuration. Once completed, automations cannot be reopened or edited if the step is marked as complete.

These automations are only visible to internal users. Clients do not have access to view or modify them.

 

Configuring Internal Automations

Here's how to set up each type of internal automation:

1. Send a Message

  • Select Send a Message as the automation type.
  • Fill in the message content, using the Dynamic Data Replacement (DDR) facility for personalization.
  • Choose the workspace where the message will be sent.
  • Click Add Automation to finalize.

2. Upload Action Files

  • Select Upload Action Files as the automation type.
  • Choose the file to upload and the workspace where it should be stored.
  • Click Add Automation to save the configuration.

3. Create To-Do

  • Select Create To-Do as the automation type.
  • Provide the following input details:
    • Workspace: Select the target workspace.
    • Description: Add a title and detailed description using DDR.
    • Due Date: Set the task deadline.
    • Assignee: Specify the person responsible.
  • Click Add Automation to finalize.

4. Create Workspace

  • Select Create Workspace as the automation type.
  • Enter the following details:
    • Workspace Name: Name the new workspace.
    • Workspace Members: Add participants to the workspace.
  • Click Add Automation to complete the setup.

5. Schedule Meetings

  • Select Schedule Meetings as the automation type.
  • Fill in the required inputs:
    • Meeting Topic: Use DDR or manually input the topic.
    • Timeline: Set the date and time for the meeting.
    • Participants: Add attendees using names or email addresses.
  • Click Add Automation to finalize.

 

Managing Automations in a Live Flow Workspace

To add automations in a live flow workspace:

  1. Navigate to the desired flow workspace.
  2. Click the ellipsis (…) icon and select + Add New Action from the dropdown menu.
  3. Scroll down to Automations under Control and choose the appropriate internal automation.
  4. Enter the necessary details, including the app, event, and inputs.
  5. Click Add Automation to activate it.

To edit automations in a live flow workspace:

  1. Navigate to the flow workspace containing the automation.
  2. Click the '...' ellipsis icon and select Automations to view all existing automations.
  3. In the Upcoming Automations section, locate the automation to edit and click the '...' ellipsis icon.
  4. Select Edit Automation, adjust the app, event, or input details, and click Save Changes.

Completed automations cannot be edited or reopened.

 

Best Practices for Internal Automations

  • Pre-configure accounts with external systems, and ensure all settings are prepped.
  • Use the Dynamic Data Replacement feature to dynamically populate fields for automation accuracy.
  • Keep automations aligned with changing workflows and business needs.
  • Maintain clear, logical workflow structures for seamless automation management.