> For the complete documentation index, see [llms.txt](https://hub.equipme.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hub.equipme.io/pro/automation.md).

# Automation

The automation module in Equipme Pro: automate processes around customers, orders, fulfillment, purchasing and billing without programming, and connect Pro with ERP, PSA, distributors.

**Path:** "Automation"

With the **automation module**, you automate recurring processes in Equipme Pro and connect Pro with your other systems – via drag & drop in the flow designer, without programming. Unlike in the customer portal, you work at the **provider level** here: your flows see all your customers, orders, fulfillment positions, product master data and billing data.

**Typical use cases for providers:**

* **Incoming orders to the ERP:** New customer order in Pro → create the order in the ERP → write the order number back as metadata.
* **Synchronize fulfillment status:** Take over the status of a fulfillment position from a warehouse or distributor system, e.g. "shipped" with tracking number.
* **Parcels and shipment tracking:** Create parcels with tracking number and tracking link, or take over the delivery status from a shipping service.
* **Billing:** Generate additional billing items (e.g. fees, credits) from a third-party system, or pass new invoices to accounting.
* **Product master data and prices:** Create and update products and purchasing offers from a connected distributor catalog.
* **Customer maintenance:** Create new customers from the CRM or PSA system, synchronize customer locations and contacts.
* **Notifications:** e.g. a Teams message to sales when a particular customer places an order.

## Activation and access

The automation module requires a license. If it is not enabled for your company, the **"Automation"** menu only shows administrators **"Learn more"** with an overview of the possibilities. Contact your equipme account manager to have it enabled.

| Role                           | Access                                            |
| ------------------------------ | ------------------------------------------------- |
| **"Automation Administrator"** | Full access to the areas of the automation module |
| **"Administrator"**            | Also has access when the module is active         |

You assign the roles under [Roles and permissions](/pro/administration/roles-and-permissions.md).

{% hint style="info" %}
**Automation for your customers:** Hosted customers can use the automation module in their own customer portal if you enable it for them (option **"Enable automation module"** in the [customer details](/pro/customers/customer-details.md)). The option only appears if automation is also active for your own company. How customers work with it is described in the customer guide (see customer guide, "Automation" chapter).
{% endhint %}

## The areas

The **"Automation"** menu contains the following areas. Which of them appear depends on the enabled scope.

| Menu item                                       | Content                                                        |
| ----------------------------------------------- | -------------------------------------------------------------- |
| [**"Workflows"**](/pro/automation/workflows.md) | Build your own processes (flows) in the flow designer          |
| **"Accounts"**                                  | Connected accounts for third-party systems and for Equipme Pro |
| **"Insights"**                                  | Logs of all flow executions                                    |
| **"Files"**                                     | Files that flows create or use (e.g. CSV exports)              |
| **"Tables"**                                    | Data stores in which flows remember values between executions  |

{% hint style="info" %}
Parts of the automation module's interface are only available in English.
{% endhint %}

### "Scope": Personal or team

At the top of every automation page, you choose **"Personal"** (your own flows and accounts) or **"Team"** (your company's shared workspace). Flows that should run permanently for the whole team (e.g. the ERP connection) are best created in the team scope.

### Accounts

Overview of all connected accounts (e.g. equipme, Microsoft, ERP) with "Usage" (in how many flows the account is used) and "Status". Use **"Test"** or **"Test all"** to check the connection, and **"Revoke"** to withdraw access.

### Insights

Logs of all executions with filters by **"Time range"** and **"Flows"**. Each entry shows the status ("Success"/"Error"), flow, components, timestamp and error details. From within a flow, you open its logs via the "Insights" menu.

### Files and tables

* **"Files"**: upload, download and delete; the "Flow" column shows which flow created the file.
* **"Tables"**: create data stores ("Create store") and maintain entries, e.g. to store order or item numbers that have already been transferred and avoid duplicates.

## Connectors

Ready-made **connectors** are available for connecting to Equipme Pro and to other systems. You can find an overview under [Connectors](/pro/automation/connectors.md). The provider functions of the equipme connector are described in [equipme connector – Pro modules](/pro/automation/connectors/equipme-pro.md); you generate the required API key under [Integrations → "API key"](/pro/administration/integrations.md#api-key).

## Frequently asked questions

**Under "Automation", I only see "Learn more".**

The module is not enabled for your company. Contact your equipme account manager.

**I don't see the "Automation" menu at all.**

You don't have the "Administrator" or "Automation Administrator" role. Ask an administrator to assign you the role.

**Do my flows also run for my Hosted customers' data?**

Yes. With the Pro modules of the equipme connector, you access the data of all your customers (e.g. customer locations, employees, service instances), as far as the API key used permits.

**Can I build flows for a single customer?**

Yes, using filters. Many triggers and list actions can be restricted to specific customers ("Customers" setting). Alternatively, the customer builds their own flows in their customer portal, provided you have enabled the automation module for them.


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