Organisation automations and enablements

Switch organisation emails and workflows on or off for each club, read an automation's dashboard and runs, and retry a failed run.

An organisation automation is an email or workflow created at organisation level, rather than inside one club. It can run for any of your clubs. Whether it runs for a particular club is set by its enablement for that club. This page explains the switches that control where automations run, the dashboard that shows what they did, and how to retry a run that failed.

Your organisation's built-in workflows, such as Supporter activated and Subscription cancelled, are organisation automations. For what each one sends, see Workflows and their steps.

The two switches

Every email and workflow has its own on/off switch: Disable email or Enable email (Disable workflow or Enable workflow for a workflow) under More on its page. An organisation automation also has one enablement per club, switched on or off.

Which one counts depends on the automation and the event:

	Event that belongs to a club	Event that doesn't belong to a club
Organisation email or workflow	Runs for that club only if its enablement for that club is on. Its own on/off switch is not checked.	Runs if its own switch is on. Enablements are not checked.
Club email or workflow	Runs only for its own club, and only if its own switch is on.	Runs for every such event in your organisation, whatever the club, if its own switch is on.

The events that don't belong to a club are When a donation completes successfully, When a donation is recorded by hand, When a contact is created and When a contact is updated. Every other event belongs to the club it happened in.

Neither switch affects:

a manual email you have already sent or scheduled;
runs already in progress, such as a run waiting in a Wait a while step.

An email or workflow also runs only once it has been sent or published.

Turning an organisation automation off everywhere

When you disable an organisation email or workflow from More, the confirmation says "This will disable the workflow across all clubs. No new executions will be triggered until it is re-enabled." (or "email"). In fact, this stops it only for events that don't belong to a club. It keeps running for club events in every club where its enablement is on.

To stop an organisation automation for every club's events, switch every club off in its enablements (see Choose which clubs it runs for). To stop it for the donation and contact events too, also disable it from More.

New clubs are switched on automatically

When you create a club, every organisation email and workflow is switched on for it, including ones you created yourself. If one shouldn't run for the new club, switch it off for that club.

A new organisation workflow you create is switched on for no clubs until you choose them. A new organisation email with an event trigger is switched on for the clubs you tick in its Enablements step.

Switch an automation on or off for one club

Open the club, then select Emails or Workflows in the club's sidebar.
Open the organisation email or workflow. Its Level is Organisation.
Select Disable (or Enable). This is the only change you can make here.
Confirm. Disabling warns "This will disable the workflow for this club only. It will continue to run for any other clubs where it is still enabled." (or "email"). Select Disable workflow or Disable email.

While it's switched off for the club, the club's view of it says "This workflow is disabled for this club."

Choose which clubs it runs for

Open the organisation email or workflow.
Select More, then View dashboard.
On the Enablements panel, select Edit.
Under "Which clubs should this email run for?" (or "workflow"), tick the clubs. Filter clubs... narrows the list and Select all ticks every club shown. Every club in your organisation is listed.
Select Save changes.

If you switched any club off, you're asked to confirm: "Switch this workflow off for 2 clubs? It will stop running for their events.", with the clubs listed. Select Switch off and save, or Cancel to go back to your choices.

The Enablements panel then lists each club with its Status: Enabled or Not enabled. Select a club's name to open the automation as that club sees it.

The Clubs column on the Emails and Workflows lists counts only live clubs the automation is enabled for.

The dashboard

Select More, then View dashboard on any email or workflow. The dashboard has:

Settings: the name and description. Select Edit to change them, then Save changes.
Enablements: organisation automations only. See above.
Versions: every version, with Number, Status (Draft, Published or Archived) and Created. Select a version to open it. Publishing or sending a new version archives the one before.
Runs: what the automation has done.

Runs and batches

Each time an automation is triggered, it creates a batch: one batch per event, or per send of a manual email. A batch holds one run for each person or record it acts on.

The Runs panel lists batches on two tabs, Live and Test, with the columns Batch, Size (number of runs), Version, Status, First name, Last name and Created. The name is the person who started the batch, or "Supporter Club" when it was started automatically. A batch's Status is Running, Complete, Error or Aborted. Select Refresh to update the list.

Select a batch to see its runs, on the tabs All and Errors. The columns are ID, Batch, Version, Test, Status, First name, Last name, Started and Completed ("Not yet" until then). Select Batches to go back.

A run's Status is one of:

pending or Busy: waiting to start, or running.
Sleep: waiting in a Wait a while step.
Complete: every step finished.
Halt: a Perform a check or Perform an engagement check step stopped the run.
Error: a step failed.
Cancelled: the run was cancelled.

A single run

Select a run's ID to open it. The page, Run and the ID, shows:

Invocation and Run: the details the run started with, under Inputs.
Actions: each step, labelled pending, busy, complete, halt, error or skipped, with any errors, and its Inputs and Outputs.

If a Send an email step couldn't send to some people, it says "We weren't able to send to 3 recipients. The rest of your emails went out as expected." The step is still marked complete, and the run can still be Complete, even when every send in it failed.

Retry a failed run

On the run's page, select Retry. The run is queued to run again:

Steps that already completed are not run again, so an email that was already sent is not sent twice.
Steps that failed, stopped or were skipped run again.

Reload the page to see the result.

Before you retry, fix the cause if you can.

Retry never re-sends to people a Send an email step couldn't send to. That step counts as completed, so Retry skips it, and those people don't receive that email from that run. This includes emails that failed because of your sending identity: fixing the identity and retrying doesn't send them. See Email layouts and sending identity.

Organisation automations and enablements

On this page