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Digitalnatie Service Suite

Automation Hub

The Automation Hub is a catalogue of recurring tasks that you switch on and off, schedule and read back yourself. Everything is off by default.

What you use this for

Section titled “What you use this for”
  • Having unpaid invoices chased automatically.
  • Firing a reminder when a quotation or request goes stale.
  • Being warned when a part is running low.
  • Having a daily or monthly summary sent.
  • Checking in the log what an automation actually did.

Who can use it

Section titled “Who can use it”
RoleWhat they do
AdministratorSwitches automations on or off and picks the frequency
Owner, accountingReceives the financial summaries and reminders

Prerequisites: administrator rights to switch an automation on. Some require a connection first via Integrations. Assign someone per automation who actually acts on the notifications.

The safety labels

Section titled “The safety labels”

The catalogue with the safety labels The automations with their label and their on/off switch.

LabelMeaning
SafeReads and notifies. You may also start it manually with Run Now.
Needs ReviewTouches business data. Only switch on after discussion.
External connectionWorks with an external service. Visible in the catalogue as groundwork.

What is in the catalogue

Section titled “What is in the catalogue”

Finance

Section titled “Finance”
  • Unpaid invoices reminder
  • Daily finance summary
  • Monthly profit summary
  • Vendor bill due reminder
  • Customer invoice due reminder

Commercial

Section titled “Commercial”
  • Quotation not signed after X days
  • Daily sales report
  • New lead notification
  • Lead no response after X days
  • Lead intake with assignment and first contact
  • Reminder for a lead idle more than 24 h
  • Qualified → suggest a demo
  • Demo planned → preparation checklist
  • Demo done → send the proposal
  • Proposal follow-up after 2, 5 and 10 days
  • Quotation confirmed → contract, subscription, project and invoice
  • Quotation cancelled → mark lead lost
  • Setup invoice paid → activate the subscription

Stock

Section titled “Stock”
  • Low stock alert
  • Out of stock alert
  • Stock synchronisation check
  • Price synchronisation check

Webshop and customer contact

Section titled “Webshop and customer contact”
  • New webshop order alert
  • Webshop synchronisation error alert
  • Customer chat message into a lead
  • Urgent message alert

Monitoring

Section titled “Monitoring”
  • Backup status check
  • Failed background job alert
  • Demo user expiration check

Switching an automation on

Section titled “Switching an automation on”

  1. Open the Automation Hub and browse the catalogue.

  2. Read the description and the safety label.

  3. Choose a frequency: every 15 minutes, hourly, daily, weekly or monthly.

  4. Optionally set the time of the next run.

  5. Switch it on.

  6. Come back a day later and read the log.

The log

Section titled “The log”

The run log When each automation ran, and whether it succeeded.

For each automation you see when it ran, whether it succeeded and what it did. If something goes wrong, the error is kept instead of vanishing silently.

Important to know

Section titled “Important to know”
  • The Hub manages only the automations it created itself. Existing processes we configured are never changed or removed.
  • New automations are off by default.
  • Switching an automation off deletes nothing — you can switch it back on later with the same settings.

Best practices

Section titled “Best practices”
  • Switch on one automation at a time and watch for a few days what it does.
  • Choose the frequency deliberately. A reminder that runs every quarter of an hour is not a reminder but noise.
  • Assign an owner per automation: someone who actually acts on the notifications.
  • Read the log monthly instead of only opening it when something is missing.
  • Leave “Needs Review” off until we have looked at it together.

Troubleshooting

Section titled “Troubleshooting”

Can an automation send invoices by accident? Not without you switching it on explicitly, and never via Run Now — that button only exists for safe automations.

What if I switch one on and don’t like the result? Switch it off. What it already did stays in the log, so you can check exactly what happened.

Can I have my own automation added? Yes — that is exactly what the catalogue is built for. Contact your administrator.

Why is there something in the catalogue I cannot switch on? That is an external connection: it is prepared but first needs a connection via Integrations.

Next step

Section titled “Next step”