> For the complete documentation index, see [llms.txt](https://docs.cogram.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cogram.com/agent/automations.md). # 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 filing**, **Submittal filing** and **Change order filing** Automations. Their access rules are different and are described below. ## Create a personal Automation 1. Open [Automations](https://app.cogram.com/dashboard/agent/automations) and select **New automation**. 2. Describe the task in the configuration chat, or complete the form directly. 3. Review **Automation name**, **Agent**, **Access**, **Scope**, **Run mode**, trigger settings, and **Task instructions**. 4. Add any **Documents** and **Notifications**. 5. Select **Create automation** or **Save changes**. 6. 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](https://app.cogram.com/dashboard/agent/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](https://app.cogram.com/dashboard/agent/automations/runs). Personal runs appear only for their creator. Project members also see organization-managed filing 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, submittal and change order filing The built-in **Project Record Assistant** provides three Automations: * **RFI filing** files qualifying project email as an RFI and prepares a response draft. * **Submittal filing** files qualifying project email as a submittal and prepares a review draft. * **Change order filing** files qualifying project email as a change order and fills in its details (type, number, contractor, amount and schedule impact) for review. It does not draft a response or approve anything. They need Contract admin. In an organization without it, these Automations do not run and their project switches are locked. Changing a project switch also needs your own Contract admin license. ### Turn filing on or off for the organization Organization admins and owners turn each Automation on or off for the whole organization under [Organization Settings → Contract admin](/organization-administration/contract-admin-settings.md#filing). They cannot change or delete its built-in definition. ### Turn filing on or off for one project A project owner, project lead, organization admin, or organization owner controls each one for a project. 1. Open the project, then select **Overview → Automations**. 2. Turn on **Email filing**. The three record switches sit under it, because they act on filed email. 3. Use the **RFI filing**, **Submittal filing** and **Change order filing** switches. Each one is controlled separately. When a project is created with **Email filing** on, or **Email filing** is turned on later, Cogram turns on all three record switches for that project and says so. It skips any switch that someone already turned on or off for the project, and it does nothing while your organization lacks Contract admin. The switches are recorded as turned on by the person who turned on email filing. A switch that cannot run is locked and reads as off. The line under its name says what is in the way: | Line under the switch | What to do | | --------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Turn on email filing first. | Turn on **Email filing** for the project. | | Requires Contract admin. | Your organization does not have Contract admin. Contact Cogram. | | Needs a Contract admin license. | Ask an organization admin for a Contract admin license. | | Paused for your organization. | An organization admin turns it on under **Organization Settings → Contract admin**. | | Not set up for your organization. | An organization admin assigns an Agent license to one person. Cogram then sets up the three Automations. Contact Cogram support only if your organization does not have Agent. | Turning **Email filing** off keeps each project's choice. The switches lock until email filing is on again, then return to how they were. On a project connected to Procore, **RFI filing** and **Submittal filing** stay available while email filing is off, if your organization has **Draft responses for Procore records** on. They then file nothing from email and only decide whether Cogram drafts responses for Procore records. The line under the switch says so, for example "Drafts responses for Procore RFIs. Email filing is off." See [AI drafts](/organization-administration/contract-admin-settings.md#ai-drafts). 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 filing a record twice. 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 | Item | Who can see it | Who can manage it | | ---------------------------- | ------------------------------------------- | ------------------------------------------------- | | Personal Automation and runs | Creator | Creator | | Built-in filing Automation | Organization members | Organization admins and owners can turn on or off | | Project filing switch | Project members | Project owner/lead or organization admin/owner | | Project filing 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 @Cogram` in that channel. Slack Connect channels are not supported. * Slack is not connected: an organization admin must connect it in [Connectors](https://app.cogram.com/dashboard/agent/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. **An email was filed but no RFI, submittal or change order was created** Open the project's **Automations** tab. Confirm that **Email filing** and the matching record switch are on. A locked switch says what is in the way, for example that an organization admin paused it under **Organization Settings → Contract admin**. Also confirm that the email qualifies and that the filing user is still a project member. ## Next steps * [Specialist Agents](/agent/agents.md) * [Library](/agent/agent-library.md) * [Connectors](/agent/agent-connectors.md) * [Organization Agents and usage](/organization-administration/agents.md) --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. 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