Automations

Automations lets you save routine HR checks — onboarding tasks still open, approvals waiting, payroll runs waiting for review, documents about to expire — and run them on demand. Each run counts the matching records and keeps a dated result on the automation's card, so you have a simple daily checklist with a history. The page title is Workflow Automations — "Configure and run routine HR actions".

Use it as a morning check (for example, "how many documents expire in the next 60 days?") before you open the screen where the actual work is done. It is an Owner and SolaHR Administrator tool.

What an automation does not do: it does not run on its own schedule, does not send emails or notifications, and does not change any HR record. Despite action names such as Notify document expiry, a run only counts matching records and stores the result (which record IDs matched) on the run. Do the follow-up yourself on the screens linked below.

Where to find it

Who can do what

Screen tour

• Header: Workflow Automations, with New Automation (top-right).
• Cards, two per row, newest first. Each card shows:
  • the automation name and an Active / Inactive badge;
  • Trigger and Action (their full labels);
  • buttons Run Now (greyed out while Inactive) and Enable / Disable;
  • Recent Runs: up to the last 5 runs, each as date and time · n Matched with a status badge (completed, failed or running).
• Empty state: "No automations configured".

There is no edit, delete, search or export.

Triggers and actions

The Action decides what is counted; the Trigger is a label. You can combine any trigger with any action, but use the matching pair so the card reads clearly.

Create an automation

1. Click New Automation (top-right).

2. Fill in the dialog:

   Field	Required	Rules / default	Notes
   Name	Yes	Up to 120 characters	e.g. Visa and Emirates ID expiry
   Trigger	Yes	Choose from the list (starts at —)
   Action	Yes	Choose from the list (starts at —)
   Days	No	1–365, default 30	Used only by Notify document expiry

3. Click Save.

Result: "Updated successfully"; the new card appears first, Active, with no runs.

To change an automation later, disable it and create a new one.

Run an automation

1. On the card, click Run Now.
2. The confirmation Run automation now appears, naming the automation: "Run this automation against matching records using its saved action. This may send notifications or update records."
3. Click Run automation, or Cancel.

Result: "Updated successfully", and a new line appears at the top of Recent Runs — for example 5 Oct 2026, 08:42 · 7 Matched — completed. The run is also written to the Audit Log.

One run per automation per day. Clicking Run Now again on the same day returns that day's completed run; it does not recount. If the day's run failed, Run Now tries again.

Enable or disable

Click Enable / Disable. The badge switches immediately with "Updated successfully"; there is no confirmation. An Inactive automation keeps its history and cannot be run (Run Now is greyed out).

Statuses

Worked examples

Quick example: morning approval check

1. The owner of Al Noor Trading LLC creates Name Morning approvals, Trigger Approval queue daily check, Action Notify pending approvals. Save.
2. At 08:30 she clicks Run Now → Run automation. Recent Runs: 5 Oct 2026, 08:30 · 6 Matched — completed.
3. Six items are waiting (for example 4 leave requests, 1 timesheet, 1 payroll run). She opens Approvals and Leave to deal with them.

Full example: document expiry at Dubai Main

1. HR keeps passports, visas and Emirates IDs in Documents with expiry dates.
2. Layla creates Name Visa and Emirates ID expiry, Trigger Document expiry daily check, Action Notify document expiry, Days 60. Save.
3. On 1 October she runs it: 7 Matched — completed. Seven documents expire on or before 30 November (two had already expired).
4. She opens Documents & Communication → Documents, filters expiring documents and starts renewals for Omar Haddad's visa and Sara Khan's Emirates ID.
5. Later that day a colleague clicks Run Now again: the card still shows the morning's run with 7 — no double count.
6. On 2 October, after two renewed documents got new expiry dates, the run shows 5 Matched.
7. During Eid the team pauses it with Enable / Disable; the badge shows Inactive and Run Now is greyed out until they enable it again.

How it connects

Messages you may see

Tips and common problems

Related

• Audit Log
• Documents
• Leave
• Timesheets
• Payroll
• Announcements
• Settings