Let the busywork run itself.Rules that watch deadlines and run approvals for you.
Automations extend DATIFY with automatic actions and approval flows over your data sources. A rule is a trigger plus actions, and it is set up by clicking, not by scripting.
So that an action knows what it works with, it uses dynamic references: instead of a fixed value you insert a column reference and DATIFY replaces it at run time with whatever is in the record.
Full guideThe trigger decides when DATIFY wakes up. It only watches from the moment you switch the rule on.
A record changes so that it starts matching the condition, and the rule runs. By far the most common trigger.
An invoice moves to For approval
An enquiry, order or request appears and DATIFY reacts at once: assigns an owner, fills in values, sends a message.
A new enquiry arrives from the website
A regular run by the calendar: a weekly overview, a monthly check, a reminder before a deadline.
Every Monday at 7:00
Actions can be chained, and some of them split the rule into two branches.
A message to the people concerned, with values straight from the record.
“Vehicle 3T2 4567 is due for inspection in 30 days.”
The rule waits for a person to decide and continues along one of two branches.
Invoices over CZK 50,000 go to the division manager
Rewrite a status, calculate a value or assign an owner without lifting a finger.
Set the status to Valid once approved
Looks up related records and hands them to the next steps of the rule.
Every contract of a supplier whose term is ending
Every rule is a trigger followed by actions in the order they should run. The messages also show how a reference to a column, marked in blue, turns into an actual value once the rule runs.
Nobody keeps the dates in their head or in a calendar. The rule finds them and sends them to the people concerned.
When a scheduled time arrives
Every Monday at 7:00
Find records
Contracts expiring within 30 days
Send a notification
To the people responsible, in DATIFY and by e-mail
Contract Contract number expires on Valid until.
Contract 2026/0142 expires on 31 March 2026.
A document moves on only once a person decides. Who handled it and when stays in the history.
When a condition is met
An invoice moves to For approval and the amount is over CZK 50,000
Request confirmation
The division manager
ApprovedUpdate a record
Status → Approved
RejectedUpdate a record
Status → Returned for completion
An enquiry does not sit around without an owner. The record is filled in and sales hear about it at once.
When a new record is created
The Enquiries table
Update a record
Status → New
Send a notification
To the sales team, with values straight from the record
The handover between departments does not depend on someone remembering to send an e-mail.
When a condition is met
An order moves to Completed
Update a record
Invoicing status → To be invoiced
Send a notification
To accounting
Order Order number is complete, owner Owner.
Order 2026/0871 is complete, owner Petra Nováková.
„We did not want invoices to be merely stored. We needed to know who has to review them and what state they are in.“
