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

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 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)
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 Send Email Send via SMTP connection
Actions HTTP Request GET/POST/PUT/PATCH/DELETE to a URL
Actions AI Prompt Send a prompt to OpenAI
Actions Log Message Write to the flow log

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}}.

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, records_query, records_count
  • 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
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.