Automating Actions Using Autoflows

In this lesson, you will learn how to create Autoflows to automate actions efficiently in SAP Sales Cloud and SAP Service Cloud Version 2. You will learn about the different types of Autoflows, including scheduled Autoflows, and discover how to select entities, define conditions, and configure actions such as emails, event notifications, and info notifications. The lesson also explains how to monitor Autoflows using Rule Logs to ensure they operate smoothly.

An Autoflow lets you create rules that automatically trigger actions. These actions include sending event notifications to integrated solutions, notifying users within the application, and sending automated emails for your business entities. Each rule is linked to a specific business entity and executes based on the events and conditions you define.

Every Autoflow rule has three main elements: The Event, Conditions, and Actions.

• The Event determines when the rule is evaluated. For example, on create, on update, or via an explicit trigger.
• Conditions define whether the rule should execute. You structure conditions using logical AND/OR combinations across condition groups, which supports both simple and highly complex rule logic. This includes comparing field values, tracking changes between previous and current values, and using custom or extension fields.
• Once conditions are met, the system executes one or more configured Actions. To add an Action, choose the Add (+) button in the Actions. section. At any time, you can manage or remove any Actions using the three-dot actions menu.

• Send Email: Enables automated email communication with a configurable subject line, templates, sender details, and recipients based on roles or specific contacts.
• Send Event Notification: Supports integration scenarios by sending structured events to external systems. You will configure the Event Name, communication system, and endpoint.
• Create Task: Automatically generates follow-up tasks within the system, with parameters such as description, category, priority, and due date.
• Send Info Notification: Creates in-app notifications with a configurable language, subject, description, optional mobile notifications, and recipients based on roles or individual users.

Actions can also be configured to run during bulk processing scenarios, providing flexibility for mass data operations and integrations.

Autoflow rules are managed centrally. Administrators can filter, Activate, Deactivate, or Delete rules based on attributes such as Business Entity, Rule Type, Action Status, or Scheduling. Because these rules apply system-wide to all users interacting with the entity, careful design is essential. Overly complex or excessive rules may impact system performance or lead to unintended loops. The system automatically detects and mitigates this risk by deactivating affected rules.

Overall, Autoflows gives you a powerful and flexible framework to standardize and automate business logic while maintaining control over execution behavior and system performance.

A Scheduled Autoflow rule executes Actions according to a schedule configured by the administrator when the conditions are met. This specific type of Autoflow makes it possible to realize time-based scenarios such as: "Send an email to the quote owner 5 days before the Valid To date is reached".

To create a Scheduled Autoflow, the administrator navigates to System Settings→Business Flow→Autoflow. On the Autoflow settings screen, select the add(+) button and choose Create scheduled rule. You will see the Rule Type is already set to Scheduled. Before configuring the actions such as Send Email, you will first need to configure the Condition, Duration and Time Offset on the Scheduling tab.

In the following video, you will learn how to create an Autoflow in SAP Sales Cloud and SAP Service Cloud Version 2 to automate business processes. You will explore how to define triggers, conditions, and actions to implement efficient and consistent business logic.

In SAP Sales Cloud and SAP Service Cloud Version 2, Autoflow Monitoring allows administrators to track, analyze, and troubleshoot automated rules in a structured way using Rule Logs. Each time an Autoflow rule is triggered, the system automatically creates a log entry, giving full transparency into rule execution and outcomes.

To access Rule Logs, go to User Menu→System Settings→All Settings→Business Flow→Autoflow→Rule Logs. By default, only rules with successful condition evaluation are recorded. For deeper analysis, administrators temporarily enable Log All Rules to capture all rule evaluations, regardless of outcome.

Each log entry includes the following key details:

• Business Entity
• Source Document ID
• Event Name
• Run Time
• Action Status

The Action Status shows the execution result:

• Completed (successful execution)
• Completed with Errors (execution with issues)
• Not Executed (conditions not met)
• Unknown (unexpected failure)

Filtering and search options allow efficient navigation through logs based on criteria such as Date, Rule Name, or Action Type.

By selecting a specific rule, administrators view detailed log messages for each triggered action, including the Action Type, Action Status, Reference ID, and Success or Error Messages. For event-based actions, the Reference ID provides a direct link to a more detailed analysis in event monitoring.

Failed actions can be retried directly from Rule Logs. Retries can be executed individually or in bulk, depending on the status. The system updates the logs with Retry progress, for example, Retry In Progress or Retry Completed. This capability ensures faster issue resolution and more reliable automation processes.

• Autoflow enables rule-based automation of business processes in SAP Sales Cloud and SAP Service Cloud Version 2 by triggering actions such as emails, in-app notifications, and event notifications.
• Every Autoflow rule is based on three core elements: event (when a rule runs), conditions (when it should trigger), and actions (what is executed).
• Conditions can be structured using AND logic within groups and OR logic across groups, allowing flexible and complex rule definitions.
• Scheduled Autoflows extend automation by enabling time-based rule execution independent of real-time events.
• Autoflow Monitoring provides transparency through Rule Logs, allowing administrators to track execution, analyze errors, and retry failed actions.
• Logs include key details such as business entity, triggering event, runtime, and execution status (for example, Completed or Completed with Errors).
• Failed actions can be retried directly from the monitoring interface, ensuring efficient issue resolution.
• Autoflow rules are centrally managed, where administrators can activate, deactivate, filter, and maintain rules.