Feature
Workflow automation for small business, without code
Workflow automation for small business doesn’t need code or a third-party tool. Karya Falak automations are simple if-this-then-that rules for your inbox and board. When a message arrives, a card is created or moved, a quote is sent, accepted or declined, or a visit is booked or done, a rule checks your conditions. Then it labels, assigns, moves, notifies or replies. Owners and admins set rules up under Settings, and team members can see them.
Triggers, conditions and actions
Every rule has three parts. It starts on a trigger, checks that all its conditions are true, then runs its actions in order.
| Part | Choices |
|---|---|
| Trigger | A message arrives; a card is created; a card is moved; a quote is sent, accepted or declined; a customer asks for changes to a quote; a visit is booked or marked done |
| Conditions | Channel; words in the message; a contact detail or tag; the column; priority; inside or outside business hours; who is on the card in which role |
| Actions | Assign or remove a person; add a label; set priority; move to a column; notify people; reply with a saved reply; start a draft invoice; attach a job form or checklist |
What an automation rule can use
Rules worth setting up first
New trades and cleaning businesses start with three rules already on: a sent quote moves the card to Quoted, and an accepted quote or a booked visit moves it to Booked.
| Rule | When | Only if | Then |
|---|---|---|---|
| After-hours reply | A message arrives | Outside business hours | Reply with your "we’ll be in touch at 7 am" saved reply |
| Emergencies first | A card is created | Message contains "burst", "flooding" or "no power" | Set priority to urgent and notify the on-call person |
| Website enquiries | A card is created | Channel is web form | Add the Website label and assign the office manager |
| Accepted quotes | A quote is accepted | Any | Move to Booked and notify whoever books visits |
| Changes asked for | The customer asks for changes | Any | Notify the person who wrote the quote |
| Strata access | A visit is booked | Contact has the Strata tag | Attach the strata access checklist form |
| Ready to bill | A visit is marked done | Any | Start a draft invoice and move to Invoiced |
Scroll sideways to see every column.
Example automation rules
Safe by design
A rule that runs at 2 am with nobody watching has to be careful. These limits are built in:
- A rule can start a draft invoice but never issue or send one. A person always does that.
- Replies go through the same opt-out and consent checks as a reply your team types.
- One rule can make only one reply and one move, so it can’t send the same customer three messages.
- A move made by a rule can set off other rules once, but no further, so rules can’t loop.
- Every action is written to the audit log, and an action that could not run says why.
- Rules run in the order you drag them into, and each has its own on and off switch.
Reply targets that count business hours
Alongside rules, you can set first-reply and finish targets. They count only the hours you are open, with the holidays you add to your business hours left out, so a Friday evening enquiry is not marked late over the weekend. Cards show whether they are due, due soon or late. When a target is missed, the person on the card hears about it, or the board’s members if nobody is.
An automatic reply does not count as a first reply. The target is met only when a person answers.
Where automations fit with the rest
Rules work on everything that reaches the shared inbox, from your web form and email, and on every card on your job board. The quote triggers follow quotes, and the visit triggers follow scheduling.
To connect Karya Falak to other software, use the REST API and signed webhooks described on the developers page.
Limits
Each business can have up to 100 rules, each with up to 20 conditions and 10 actions. That is plenty for a small team, and it stops one rule from becoming impossible to follow.
Questions
Can a rule send an invoice for me?
No. A rule can start a draft invoice on the card. A person checks it and sends it.
Will an automatic reply go to someone who opted out?
No. Automatic replies pass the same opt-out and consent checks as any other message. If one is stopped, the audit log says why.
Who can create rules?
Owners and admins add, edit, reorder and delete rules. Team members can see them too, so nobody wonders why a card moved.
Do I need Zapier or another tool?
Not for anything inside Karya Falak. For other software, the REST API and signed webhooks on the developers page do the job.
Are automations on both plans?
Yes. Starter at A$49 and Growth at A$99 a month both include automations, GST included.
Turn on your first rule today
Start a 14-day trial and set up an after-hours reply in under five minutes.