How automations work

Who this is for: an owner who wants to know what the office does on its own, and how to change it.

Kinds of automations

The catalog has about forty automations, grouped by department. Each is one of:

• Scheduled — runs on a fixed schedule in the room’s time zone (every morning, weekdays at 09:00, the 25th of the month). One agent per office owns each scheduled job.
• Incoming email / Incoming WhatsApp — reacts to what arrives in the agent’s channel (a prospect’s email becomes a draft Lead; a receipt photo becomes a draft expense).
• On request — you or an agent trigger it (a poster, a design brief).

Switching an automation on also gives the agent the ERP tools that job needs, and nothing more.

What they produce

Drafts in Bakulai (listed in the Review tab), reports and reminders delivered to you (the agent’s channel or your desk), and social proposals in the Marketing queue. Never a submitted document, never a sent post.

Steps

1. Click an agent, open its desk (gear) → Automations. Automations are grouped by department; the ones outside the agent’s room are shown but marked.

   The Automations tab of an agent — agent/automations/list.png

2. Flip a switch to enable or disable. A scheduled job owned by another agent cannot be switched on twice.

3. Press Run now on a scheduled job to run it immediately (the report arrives the same way as a scheduled run).

4. The Activity tab of the panel shows, per room, each automation’s last and next run — and a Ran late badge when a run happened after the computer came back on.

Which are on by default

A new agent gets its room’s automations switched on, except:

• social-media jobs — they need a linked account and, in browser mode, your approval;
• on-request jobs;
• Monthly payroll drafts — you switch it on yourself.

Note

Schedules are fixed per automation (the catalog decides “weekdays at 09:00”); agents in the same room are staggered a few minutes apart so they do not all run at once. The room’s time zone moves them.

Ask your agent

✦ Ask your agent

Things you can say to an agent in Bakulai Agent:

“what runs every morning?”“turn off the social post calendar”

• “which automations does Wulan run?”runs directly
• “switch on overdue-invoice reminders for Finance”asks you first
• “run the morning briefing now”runs directly

Limits & safety

• Jobs run only while the app is open and the agent is awake — the app wakes a sleeping agent shortly before its job.
• Enabling a job through an agent asks for your confirmation; disabling does not.

Troubleshooting

• Nothing ran at the scheduled time — the app was closed. It runs the job once on the next start if less than a day has passed (Ran late).
• The report said “blocked (configuration)” — the job’s delivery channel (usually email) is not set up on that agent; link a mailbox or change the delivery route.
• “Run now” is greyed — the automation is off, or it is an event-driven one.

Related

Keeping the office running · Awake and asleep · The Review tab