How is workflow automation set up?
Workflow automation ties recurring reminders and alerts to ready-made templates instead of a blank rule engine: a T-1 reminder, a no-show counter, a document-expiry warning, an overdue-collection alert. A rule becomes active within minutes by entering just a threshold and a recipient — there is no free-text formula field.
Who uses it
Any business that doesn’t want to repeat the same reminder or the same warning by hand every day: hotels and restaurants sending booking reminders, fleet owners tracking document expiry, accounting teams that want to catch overdue collections early, appointment businesses trying to bring down their no-show rate.
How it works: four canonical templates, a code-level gate, visible state
Four ready templates set up in one click: a T-1 reminder before a trip or appointment, a counter that flags a repeat no-show, a warning for a document nearing or past its expiry, and a rule that flags an overdue collection. Every rule only asks for a firm-specific threshold and recipient — the unit (days/count/amount) is the firm’s own data and changes without a deploy.
A message action routes through bulk messaging’s send gate and consent ledger — automation never opens a second send path of its own. A commercial send to an unconsented recipient is blocked in code, not with a warning; every message action carries a required transactional/commercial classification, because a required message like a school attendance notice must never get stuck behind the same gate as a marketing campaign.
No run ever looks optimistic: an action only shows “sent” once the transport layer confirms it; “queued” and “failed” are separate, visible states. Every run is recorded as evidence — timestamp, rule version, recipient and result — and exports on demand; that evidence is what an audit asks to see. A rule bound to a closed module (say, a document rule while fleet is off) never runs silently; it shows on the panel as “inactive,” with the reason.
Example
Example: An appointment business sets up “automatic flag for a customer who no-shows 3 times”: threshold 3, window 90 days, action = a note on the customer card plus a task for the relevant staff member. When a customer is flagged for a third consecutive no-show, the rule fires; the system doesn’t make a decision on its own — it opens a task for a named person instead of closing the customer’s account automatically. The same business also sets up a document-expiry warning: if a vehicle’s insurance expires within 15 days, a warning appears on the panel.
How it is done in Rotenta
- An authorised user picks one of the four ready templates on the Settings rail item (T-1 reminder, no-show counter, document expiry, overdue collection).
- They enter the threshold and recipient in their own unit (days/count/amount); no free-text formula is needed, and the rule goes live within six clicks.
- If a message action is chosen, the transactional/commercial classification is a required field; the send routes through bulk messaging’s gate.
- An overdue-collection rule doesn’t sum amounts itself — it reads the aging/balance surface inside accounting.
- A document-expiry rule binds to the threshold job inside document tracking; renewing the document quiets the rule on its own.
- When a rule fires, the result shows on the target record (a trip card, a customer card) — not only hidden inside the automation screen.
- Run history exports as evidence by period from reports.
Frequently asked questions
Can I write my own rule with a free-text formula?
No, by design. Rules are built from the four ready templates by entering a threshold and recipient; this is a deliberate limit meant to avoid the “an interface that takes 3 days to learn” complaint common in the appointment sector.
Can automation send a message to an unconsented recipient?
No. Message actions route through bulk messaging’s consent gate; a send to an unconsented recipient is blocked in code, and automation never opens a second send path.
If I turn automation off, does it affect other modules?
No. The module closes independently; turning it off only stops automatic triggers — every other module’s flow stays unchanged.
What happens to a rule bound to a closed module?
It doesn’t run silently — it shows on the panel explicitly as “inactive,” with the reason. If fleet is closed, for example, a document-expiry rule shows inactive rather than never firing without explanation.
Can an automated rule apply a decision directly, like closing an account?
No. An adverse outcome touching personal data is never applied directly; the rule opens a task for a named person instead. See every connection in our module guide, or reach our team through contact.
More in this category
- How does vehicle and driver document tracking work?
Warns on an expired or upcoming vehicle/driver document, and blocks trip assignment when a required one has lapsed.
- How does the vehicle and driver (fleet) module work?
One ledger for your vehicles and drivers that trips assign from and that answers who is available, when.
- How does recurring shuttle planning work?
A route and weekly plan are defined once; public holidays are skipped, one-off exceptions post as billing deductions, and off-plan extra trips enter the statement as their own line.
- How is e-invoicing (e-Fatura/e-Arşiv) integrated?
Tax ID and scenario data carried on the invoice record flow straight through; send status and the tax authority's reference show on the panel in real time.
- How does the Excel data import module work?
A module that validates and previews your existing spreadsheets, isolates the bad rows, and can undo an import if needed.
- How does the consent management module work?
Records customer consent per channel, ties sensitive fields to explicit consent, and exports to Turkey's İYS registry.
- How does the customer management (CRM) module work?
One card for people and companies, encrypted sensitive fields, tagging and notes — how Rotenta's CRM module is laid out on screen.
- How does the accounting module: accounts, invoices, cash work?
Current account, invoice, cash and instalment tracking brought together in one accounting module, from proforma to day-close.
- How do PDF outputs and letterhead documents work?
One core engine that puts your letterhead on invoices, statements, receipts and passenger lists, and logs every document it produces.
- How are staff shifts and timesheets managed?
Timesheets are produced from realised trips, deductions carry evidence and a dispute path, staff on leave cannot be reassigned, and period close freezes the past.
- How do reports and profitability analysis work?
Every list you own exports at full fidelity, aging buckets of 0-30/30-60/60-90/90+ days sit on one screen, and period profitability drills all the way down to the source trip.
- How does booking and capacity management work?
A resource x time-slot booking engine that blocks double-selling, tracks option deadlines and converts a confirmed request straight into a trip or service record.
- How do roles, permissions and the audit trail work?
Roles decide who can see what, and the audit trail keeps a permanent record of who changed what and when.
- How does the trip and transfer operations module work?
One record that follows a trip from planning to completion, carrying its passengers, driver, vehicle and price lines together.
- How do contracts and progress billing work?
The contract is the single price source; progress billing is calculated automatically from trip records, penalty clauses apply on their own, and an approved statement becomes an invoice in one click.
- How do quotes and proposals work?
Quote lines read from the published rate list, margin is visible to authorised users, a five-state lifecycle is tracked, and an accepted quote converts to an invoice in one click.
- How does bulk messaging and consent compliance work?
Consent is checked at send time against İYS, the national record; every commercial message carries an opt-out link, and delivery state is kept as evidence.
- How is U-ETDS reporting done?
Every trip already carries the fields U-ETDS reporting needs; send status shows on the trip card and never shows an optimistic 'sent' before it is confirmed.
- How does the AI assistant module work inside the panel?
An in-panel assistant that works within your own permissions, masks personal data, and asks approval before every write.