Automations

Automations run when records change, on a schedule, on demand, or when a webhook URL is called.

Automation builder

Trigger types

Trigger Runs when
On Create A record is created in InfoLobby or through a web form
On Update A record is updated in InfoLobby
On Delete A record is deleted in InfoLobby
On Schedule A configured time arrives
On Demand You run it manually
On Webhook A GET or POST request hits the trigger URL

Trigger list

Finding automations

Each table's triggers page lists that table's automations. The search box filters the list as you type.

Tick All flows to search across every workspace you administer — results show each automation's workspace and table, so you can jump straight to it without remembering where it lives.

Build options

Use the visual builder for common workflows: conditions, loops, record actions, email, HTTP requests, and AI prompts.

Use PHPScript when you need full control.

PHPScript editor

Visual builder steps

Category Step What it does
Data Query Records Fetch records from a table into a collection variable
Data Get Records From View Fetch records through a saved view on a table
Data Get Record Fetch a single record by ID
Data Get Related Fetch records from a related table for a selected source record
Logic Set Variable Assign a value to a variable
Logic For Each Loop over a collection
Logic If / Condition Branch based on a condition (with optional else). On record-update flows you can also test whether a field changed or changed to a specific value.
Logic Stop Flow Halt execution with optional reason
Actions Create Record Insert a new record
Actions Update Record Modify an existing record
Actions Delete Record Remove a record
Actions Add Comment Post a comment on a record (added as the system user)
Actions Send Email Send via SMTP connection
Actions HTTP Request GET/POST/PUT/PATCH/DELETE to a URL, with custom headers (one Name: Value per line, tokens supported) and a JSON / form-encoded / raw request body
Actions AI Prompt Send a prompt to OpenAI
Actions Log Message Write to the flow log
Actions Execute Flow Run an on-demand flow on a selected record. Optionally bubble up errors from the called flow.

Tokens

Inside the visual builder, use {{record.fieldName}} to reference the trigger record's fields. For update triggers, {{before.fieldName}} gives the previous value.

Webhook triggers have {{webhook.get}}, {{webhook.post}}, {{webhook.headers}}, and {{webhook.body}}. Use dotted keys like {{webhook.get.foo}} for a query parameter, or bracket access like {{webhook.get}}["foo"].

Current date and time in the workspace owner's timezone: {{now.date}}, {{now.datetime}}, {{now.time}}, {{now.timezone}}.

Variables from prior steps are available as {{varName}} (scalars) or {{varName.fieldName}} (objects/loop items).

Error alerts

When an automation fails, admins see a warning icon () in several places:

  • Workspace overview — next to the workspace name and the table name
  • Table grid view — next to the table name (click to go to triggers)
  • Triggers list — next to the flow name
  • Flow editor — an error panel in the settings tab shows the last error time and details

To clear the error, open the flow editor and click Clear Error, or save the flow. Fixing and re-saving the automation automatically clears the alert.

Only active flows are counted — deactivated flows with errors do not show alerts.

Multi-workspace access

In the flow settings panel, you can grant a flow access to tables in other workspaces where you are an admin. This lets you query or modify data across workspaces.

Common PHPScript helpers

  • record_get, record_create, record_update, record_delete, record_comment, records_query, records_count, records_query_from_view
  • sql_select, sql_insert, sql_update, sql_delete
  • curl_get, curl_post_json, curl_post_form, curl_request
  • smtp_email_send
  • openai_gpt, openai_assistant
  • sys_current_date, sys_current_datetime, sys_log
  • flow_execute(table, flowIdOrName, recordIdOrRecord, throwOnError) — runs an on-demand flow on a record. Target flow must be active, of type "On Demand", and attached to the supplied table. Returns true on success or false if the called flow threw and throwOnError is false. Recursion is guarded (max 5 deep, cycle detection).
Create, update, and delete triggers fire for changes made through InfoLobby. Direct database writes do not trigger them. Record changes made by flows are tracked in activity history but do not trigger additional automations.
Your plan includes a monthly automation runtime limit. When the limit is reached, automations are paused until the next billing period. You'll receive a notification at 80% usage. Check your runtime usage on the account page.