What are Automations?

Automations in Stax.ai CX do repetitive work for you. You attach an automation to a task in a project, and CX carries out a predefined action — like sending an email, launching a new project, or saving a file to the right folder. Instead of doing the same steps by hand for every client, you set them up once and let CX handle the rest. This saves time, cuts down on mistakes, and keeps your work consistent across your whole team.

Key capabilities

Do routine steps automatically. Attach an automation to a project task and CX performs the action for you — no more copying, pasting, and re-sending the same things for every client.
Keep every client on the same process. Automations follow the same rules every time. A census request or document save happens the same way for client number 5 and client number 500.
Add conditions for smarter workflows. Some automations support conditional logic. For example, you can launch a follow-up project only when the current project finishes and your conditions are met.
Scale without adding headcount. As your client list grows, automations absorb the extra volume so your team can focus on the work that needs a human.

How it fits into CX

Automations live on tasks inside your projects. That means they work hand-in-hand with the rest of CX:

Projects and Tasks — every automation is attached to a task, so it runs as part of your normal project workflow.
Email Templates — email automations use templates from your Library, so messages stay on-brand.
Project Templates — you can build automations into project templates so every new project starts with them already in place.
Files — file automations save documents into your client folders automatically. See [Save to Project File Automation] for details.

A quick look

\When you open a task, you'll see the option to attach an automation. Selecting it opens a modal with two steps: Pick Automation and Configure. You can search the list of available automations by name or description.

Basic function walkthrough: attach an automation to a task

Open a project and go to its task list, or open the specific task you want to automate.
Click Attach Automation on the task. The Configure Automation window opens.
Search for or select the automation that matches what you want to accomplish. The Configure step opens.
Fill in the automation's settings. For example, an email automation asks you to set the recipient and choose the email template to send.
If the automation supports conditions, set any conditional logic. For example, when launching another project after this one completes, set the conditions for when the launch should trigger.
Click Attach Automation to save. The automation now shows on the task.

Tip: Once a task has an automation, you'll see a Run now button on the task. After it runs, the task keeps a log of what the automation did, so you can always check what happened and when.

Supported Automations

Automation	Description
Advance Deal Stage	Move a deal to a different stage in the funnel.
Auto Fill Form Document	Fills a form template from project data fields and saves it to a configured folder.
Auto-populate a document from a template	Mail-merge a Word template with project fields to generate a document.
Collect info via web form	Email a link to a web form/questionnaire template and follow up automatically.
Collect information via email	Send an email to collect information or files and auto-populate project data.
Convert document to PDF	Convert a supported format (DOCX, ODT, etc.) to PDF for distribution.
Copy variables between resources	Copy a specific field variable from source to destination.
Create a new company	Create a company with the provided name and status.
Create a new deal	Create a deal associated with the company on this project.
Create a new plan	Create a plan with the provided name, type, status, and plan code.
Create or Update Contact	Use data fields (name, email, etc.) to create a contact or edit an existing one for the company/plan.
Custom API/HTTP Request	Developer escape hatch: make an external API request with data from Stax.ai.
Custom Python Script	Developer escape hatch: run your own Python script on the task.
Evaluate expression for field	Evaluate an expression and save the value to a project field.
Find and attach a file	Find a file by path pattern and attach it to the project.
Generate retirement plan report	Generate and attach a report built from retirement plan data.
Invite contact to Client Portal	Invite the selected roles to the Client Portal; with no roles selected, only the Primary Contact is invited.
Launch a Compliance Filing	Automatically launch a compliance filing.
Launch a census review project	Launch review projects based on whether census errors exist.
Launch a project	Launch a new project if the specified criteria are met.
Lookup Fee Schedule Data	Populate data from a fee schedule table based on a reference field.
Merge documents into a single PDF	Merge up to 5 PDF/Office documents (converted to PDF) in the order provided.
Request form fill and sign	Email a request to fill and sign a web or digital document form.
Save a project file	Save a project file to a predetermined path pattern.
Send an email	Send an email from a template using your email account.
Set Plan Admin Status	Update the plan administration status based on the plan year.
Submit a Compliance Filing	Automatically submit a compliance filing.
Transmit census data to FTWilliam.com	Generate a census file in FTWilliam format for a plan year and transmit it via API.
Update Company Information	Update the company record on the task using evaluator-driven values.

Creating Your First Automation
Save to Project File Automation
Common Automation Recipes

Automations Overview