Automations
Run a private Agent task on a schedule or after a project event, then review its result.
An Automation runs an Agent task on a schedule or after a Cogram event.
Most Automations are personal. Only their creator can see, configure, run, pause, or delete them and read their results. Sharing the selected Agent does not share its Automations.
Cogram also supplies organization-managed RFI intake and Submittal intake Automations. Their access rules are different and are described below.
Create a personal Automation
Open Automations and select New automation.
Describe the task in the configuration chat, or complete the form directly.
Review Automation name, Agent, Access, Scope, Run mode, trigger settings, and Task instructions.
Add any Documents and Notifications.
Select Create automation or Save changes.
Select Run now to test it, then Enable.
New Automations start paused. Run now does not enable future runs.
Choose a specialist Agent when its saved instructions and resources should apply. Choose General assistant for a task that does not need a specialist.
Set project scope and run mode
Scope decides which projects the Automation can use:
All projects you can access uses your current accessible projects.
Specific projects uses up to 20 projects that you select.
Projects I'm an owner of follows your current owner role.
Projects I'm a member of follows your current member role.
Projects I'm an owner or member of uses every project you can view, including projects where you are a lead or viewer.
Role-based scopes are checked again for every run. They exclude dormant projects with no activity in the previous 90 days. A role-based run uses at most 20 projects and favors the most recently active ones.
For a scheduled Automation, Run mode decides how results are grouped:
One run across projects creates one result that may combine the selected projects.
One run per project creates an isolated result for each selected project.
Use separate runs when results will be copied into project records or sent to project teams. Use a combined run only when one private result must compare several projects.
An event trigger always creates one run for the project where the event occurred. The project must match the selected scope.
Choose a trigger
For Schedule, set the frequency, timezone, time, and any required weekday or date. You can add more than one time.
For an event trigger, select the Cogram event that should start the task. Available events depend on your organization's modules and connections. Examples include filed email, a completed meeting transcript, or a new project record.
Add instructions and documents
State which sources to inspect, the time window or revision, the checks to perform, and the required output. State when the Automation must report missing evidence instead of making an inference.
You can select personal or organization Library documents. Documents attached to the selected specialist Agent are included automatically. Project documents are available through project scope and cannot be attached directly.
To post the result to Slack, name the channel in the instructions, for example "Post the summary to #customer-success." Slack must be connected in Connectors, an organization admin must set Connected apps to Read and write in Tool access, and someone must run /invite @Cogram in that channel. The Automation can post only to internal channels the Cogram app is a member of. It cannot post to channels shared with other companies (Slack Connect) or send direct messages.
To add tasks to a project board, say so in the instructions, for example "Add each follow-up to the project board." The Automation adds them to the board's Suggested column, where a project owner or member accepts or rejects each one. It cannot change existing tasks. Tasks must be set to Read and write in Tool access, which is the default.
Review a run
Open Automation runs. Personal runs appear only for their creator. Project members also see organization-managed intake runs for their projects.
Each run opens as an Agent thread. It shows the result, cited or linked sources, approvals, project, timing, status, estimated cost, and any error. You can ask a follow-up question in the thread. A follow-up does not rerun the Automation or change its saved configuration.
Automation threads appear in Automation runs and Activity, not in the normal chat list. Completion notifications also appear in Cogram.
The creator can delete a completed personal run. This removes its visible thread and generated content and cannot be undone. Pending, running, and organization-managed runs cannot be deleted this way.
Enable, pause, or delete
Run now starts one run with current data.
Enable allows future scheduled or event runs.
Pause stops future triggers but keeps the configuration.
Delete automation removes the definition. Recorded run counts and costs remain in usage reporting.
Each personal run uses its creator's permissions at execution time. Later runs lose access if the creator loses access to a project or connected system.
RFI and Submittal intake
The built-in Project Record Assistant provides two Automations:
RFI intake files qualifying project email as an RFI and prepares a response draft.
Submittal intake files qualifying project email as a Submittal and prepares a review draft.
Organization admins and owners can enable or pause each Automation for the organization. They cannot change or delete its built-in definition.
A project owner, project lead, organization admin, or organization owner can enable or pause each intake Automation for one project. Open the project, then select Overview → Automations. RFI and Submittal intake are controlled separately.
Each filed email starts one project-isolated run if it qualifies. The run uses the permissions of the person who filed the email. Cogram skips it if that person is no longer a project member when processing starts.
Project members can view the definition and runs for their project. Organization admins and owners can view organization-managed runs across the organization.
Cogram uses conversation and record references to avoid duplicate intake. A later email in the same handled conversation is added to the existing record. Forwarded or re-authored messages can still require human duplicate review.
Permissions
Personal Automation and runs
Creator
Creator
Built-in intake definition
Organization members
Organization admins and owners can enable or pause
Project intake setting
Project members
Project owner/lead or organization admin/owner
Project intake run
Members of that project
Controlled by Cogram
Organization-managed run
Relevant project members; org admins/owners
Controlled by Cogram
Admin usage reports include private Automation counts and costs, but not private instructions or results.
Check the result
Check names, dates, quantities, code and specification references, contractual language, and citations against the source. Confirm any proposed external action before approval.
Troubleshooting
An Automation does not start
Confirm that it is enabled and that its schedule or event matches. For a role-based scope, confirm the project was active in the previous 90 days.
A project was omitted
Role-based scopes use at most 20 active projects. Narrow the role or select the project explicitly.
A run cannot read a source
Confirm that the creator can open the source and that it belongs to the run's project scope.
A run did not post to Slack
Open the run. Its final message says why it skipped the post:
The channel was not found: run
/invite @Cogramin that channel. Slack Connect channels are not supported.Slack is not connected: an organization admin must connect it in Connectors.
Connected apps is Read-only or Disabled: an organization admin must set it to Read and write in Tool access.
Cogram could not check the Slack connection: the next run tries again.
Intake did not run after filing
Confirm that the correct intake Automation is enabled for the project. Also confirm that the email qualifies and the filing user is still a project member.
Next steps
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