Automations Overview
Build multi-step workflows that pull data, process it, and take action — triggered by a schedule, an inbound email, or manually.
What is an Automation?
An automation is a named workflow made up of a series of steps that run in sequence. You build it once in the visual automation builder, choose a trigger, and AffZero runs it automatically — pulling fresh data, processing it, and sending emails or generating invoices without any manual work.
Trigger Types
Every automation starts with a trigger — the event or schedule that kicks it off.
On Schedule
Run automatically at a fixed frequency: daily, weekly, monthly, or once. The most common trigger type.
Manual
Run only when you click Run Now. No automatic execution — useful for ad-hoc or test workflows.
Email Received
Run every time an email is forwarded to your unique AffZero address. Ideal for invoice capture and document processing.
Webhook
Run when an external service sends an HTTP POST request to a unique URL. Payload fields become variables.
The Visual Automation Builder
The automation builder presents steps as cards arranged left to right. Data flows from each step to the next, and any data-producing step makes its output available to all subsequent steps.
You can add, configure, reorder, and delete steps freely while building. Nothing is saved until you click Save.
Step Types
Each step performs one action. Steps are color-coded for quick reference:
Pull Stats
Fetch performance data from a connected tracker. Produces variables for use in later steps.
AI Analyze
Analyze data from Pull Stats steps using AI. Produces custom named variables based on your instruction.
Generate Invoice Number
Use AI to identify and generate the next number in your invoice series.
Condition Check
Stop the automation if conditions aren't met (e.g. revenue below a threshold).
Filter Data
Remove rows from a dataset based on rules before passing data to later steps.
Create Invoice
Generate a PDF invoice from an HTML or Google Doc template with variable substitution.
Send Email
Send a personalized email via Gmail SMTP with variables inserted.
Send for Approval
Queue an email for manual review before it's sent. An approver reviews and approves or rejects.
Write to Google Sheets
Write variable data into a specified Google Sheet tab.
Tracker Action Get
Read data from a custom tracker API endpoint and expose selected fields as variables.
Tracker Action Edit
Update records via a tracker API (e.g. change an affiliate's status).
Tracker Action Add
Create new records via a tracker API.
AI Extract
Extract structured fields (number, vendor, amount, date…) from a PDF attachment or text variable using AI.
Save to Drive
Save an email attachment to a Google Drive folder with a customisable filename template.
Send Webhook
Send an HTTP request to any external URL — push data to CRMs, Slack, trackers, or any service that accepts webhooks.
Approve to Continue
Pause the automation and require a human to approve before the remaining steps run.
Preview Data
Render a template with live variable values for mid-run inspection — useful for debugging and checking data before it's used downstream.
How Data Flows Between Steps
Every data-producing step (Pull Stats, AI Analyze, Generate Invoice Number, AI Extract, Tracker Action Get, Save to Drive) stores its output as variables. Those variables are then available to every step that comes after it in the workflow.
For example:
- Step 1: Pull Stats → produces
{affiliate_name_1_stats_1},{revenue_1_stats_1} - Step 2: Condition Check → can check whether
{revenue_1_stats_1}is above a threshold - Step 3: Send Email → can include
{affiliate_name_1_stats_1}and{revenue_1_stats_1}in the email body
See Variables for the full naming convention and how to use them.
Automation Presets
Not sure where to start? When you click New Automation, AffZero offers 6 curated workflow templates. Each preset creates a ready-to-configure automation with the right steps already in place — you just fill in your connection, template, and other settings.
| Preset | Trigger | Schedule | Steps |
|---|---|---|---|
| Daily Affiliate Report | Schedule | Daily 8 AM | Pull Stats → Send Email |
| Weekly Performance Summary | Schedule | Weekly Monday 8 AM | Pull Stats → Send Email |
| Update Tracker Records | Schedule | Daily 6 AM | Pull Stats → Condition Check → Tracker Action Edit |
| Monthly Invoicing | Schedule | Monthly 9 AM | Pull Stats → Filter Data → Generate Invoice Number → Create Invoice → Send Email |
| Google Sheets Sync | Schedule | Monthly 7 AM | Pull Stats → Write to Google Sheets |
| Invoice Capture | Email Received | On every email | AI Extract → Save to Drive → Write to Google Sheets |
The Invoice Capture preset uses the Email Received trigger instead of a schedule — it runs automatically each time you forward an invoice email to your unique AffZero address. Selecting this preset opens a guided setup wizard to configure your Drive folder and Google Sheet in three steps.
All presets start inactive — review, configure each step, then enable when ready.
Creating an Automation
Click New Automation on the Automations page. A modal opens with three ways to get started:
With AI — Describe It (Pro and above):
- Click Describe It at the top of the modal
- Type a plain-English description of what you want (e.g. "Every morning, pull yesterday's Affise stats and email me the top affiliates")
- Click Build it for me — AI generates the full workflow automatically
- Review the steps, fill in any missing settings, and enable when ready
See Describe It for full details and tips on writing good descriptions.
From a preset (recommended for first-timers):
- Click New Automation and browse the preset cards
- Click Use Preset on the template you want
- The automation is created with steps pre-configured — open it to fill in your connection, date range, and other settings
- Enable when ready
From scratch:
- Click New Automation → Start from scratch
- You'll land in an empty builder — add steps using the + button
- Configure each step and set a schedule
- Click Save
Managing Automations
From the Automations list, you can:
- Enable / Disable — toggle the automation on or off without deleting it
- Run Now — execute the automation immediately, regardless of schedule
- Duplicate — create a copy as a starting point for a new automation
- Edit — open the builder to modify steps or settings
- Delete — permanently remove the automation
Runs & Logs
Every execution — whether triggered by a schedule or Run Now — is recorded. Go to Runs & Logs to see the full history, step-by-step output, any errors, and emails sent.