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Lesson 8 of 10 · ~6 minutes · Prerequisite: Lesson 7 — Quotes and invoicing

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What you’ll learn

  • How Arya’s automation engine works
  • How to build a visual workflow
  • How to test it and monitor its runs

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How it works

A workflow is a sequence of actions that starts when a trigger fires. Shape: 
Trigger (when X happens) → Condition (if Y) → Action (do Z)
You can chain multiple actions, add conditional branches, use variables and record references.

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Available triggers

Whenever a record is created, modified or deleted. Filters per field.
When a record changes status (e.g. deal → Won, invoice → Paid).
On a schedule: hourly, daily at 9am, every Monday, etc.
Public URL you receive from external systems (Zapier, Make, custom APIs).
An Arya public form is submitted.
An email arrives at a monitored address.
The workflow runs only when triggered manually from a record or list.

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Available actions

30+ actions grouped as: record (create, update, delete, duplicate), communication (email, SMS, Slack, WhatsApp, Telegram), integrations (DocuSign, FatturaInCloud, Google Calendar), flow (condition, branch, wait, loop), data (transform, compute, outgoing webhook).

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Build your first workflow

Example: “When I close a deal as won, create a project and notify #sales on Slack”.
1

Open Automations

Click Automations in the sidebar → + New workflow.
2

Pick the trigger

Select Status changed on the Deal object.
  • Object: Deal
  • Field: Stage
  • From: any
  • To: Won
Trigger selection 'Status changed' filtered on stage Won
3

Add 'Create project' action

Click + Action → select Create record → object Project.Map fields:
  • Project name: {{trigger.deal.name}}
  • Customer: {{trigger.deal.company}}
  • Budget: {{trigger.deal.value}}
  • Start date: {{now}}
4

Add 'Slack notification' action

Click + Action → Send Slack message → channel #sales.Message:
🎉 Deal won! {{trigger.deal.name}} — {{trigger.deal.value}} €
Customer: {{trigger.deal.company.name}}
Owner: {{trigger.deal.owner.name}}
Project created: {{output.project.url}}
Slack requires an active integration — see Slack integration.
5

Add 'Email customer' action

Click + Action → Send email → to {{trigger.deal.primary_contact.email}}.Use a saved template or write inline. Attachments: you can include the accepted quote.
6

Save and activate

Click Save → toggle Active. The workflow starts firing on the next matching events.

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Test before production

1

Test mode

Before activating, click Run in test → pick a sample record. Arya simulates all actions showing inputs and outputs without real side effects.
2

Dry run in production

Activating with the Dry run flag logs actions without executing them. Useful for validating on real data.

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Monitoring and debugging

The Run history section shows every execution:
  • Date/time
  • Trigger record
  • Status: Success, Error, Cancelled
  • Duration
  • Detailed log per action
Workflow run history table with status and duration
If an action fails (e.g. Slack offline), Arya can retry automatically based on your policy.

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Exposed webhooks

To trigger a workflow from an external system, Arya generates a unique webhook URL. Paste it into Zapier/Make/custom systems — each POST call starts the workflow with the received payload.

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Verify

You created a workflow with at least one trigger and one action
You tested in test mode before activating
You know where to check run history

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Next lesson

Lesson 9 — Reports and dashboards

Visualise data with custom dashboards and charts.