# Automation rules

> Send or draft a document when a Salesforce record changes. Each rule becomes a real Flow in your org.

Tally Sign University › [Automation](https://sign.gettally.io/university/automation)

An automation rule says: when this kind of record changes like this, send this template. You set rules up in Tally Sign under **Settings → Automation**, which appears once Salesforce is connected. Only owners and admins can change them.

## Create a rule

1. Open **Settings → Automation** and choose **New rule**.
2. Under **When this kind of record**, pick the object, for example **Quote**.
3. Under **Changes like this**, choose **A field becomes a value**, **It's created** or **It's updated**.
4. For **A field becomes a value**, pick the **Field** and what it **Becomes**, for example Status becomes Approved.
5. Optional: under **Only if**, choose **Add condition**, for example Grand Total is greater than 10,000.
6. Pick the template under **Send this template** and give the rule a **Name**. The name is shown on the envelope in Salesforce.
7. Under **Then**, choose **Send it right away** or **Create a draft for the owner**.
8. Leave **Test mode** on for now and choose **Create rule**.

![The New rule dialog: when a Quote's Status becomes Approved, send Order Form, in test mode](https://sign.gettally.io/university/automation/new-rule.png)

*The sentence at the bottom reads the rule back to you.*

## Turn it on

A new rule is off. Turn on the switch next to it. Tally Sign deploys a record-triggered Flow to your Salesforce org, which takes up to a minute. The Flow calls the **Run Tally Sign automation rule** action, which asks Tally Sign to fill and send the document.

![The rules list with one rule on in test mode, and the run log](https://sign.gettally.io/university/automation/rules-and-log.png)

*On, with the Flow deployed. Every match appears in the Run log.*

> **Why it matters:** Because the trigger is a real Flow, it fires however the record changes: by a person, by an approval process, by an integration or by another Flow.

> **Note:** Turning a rule off deactivates its Flow. Deleting a rule removes the Flow from Salesforce and deletes its run log.

## Test mode

In test mode, the rule runs on every matching change but sends nothing. The **Run log** shows who would have received the document, for example **Test: would send to Dana Whitfield.** Leave a rule in test mode for a few days, check the log, then choose **Turn off test mode** from the rule's menu.

## The run log

| Outcome | Meaning |
| --- | --- |
| **Sent** | The document went out. The reason lists who got it. |
| **Draft** | A draft was created, because the rule creates drafts, or because a signer or value was missing. |
| **Test** | Test mode: what would have happened. |
| **Skipped** | The record didn't match the conditions, or it already has a document from this template. |
| **Error** | Something went wrong. The reason says what. |

Filter the log by rule. **Open document** opens the document a run created or found.

## Built-in safety

- **No duplicates.** If the record already has a draft or sent document from the same template, the run is skipped: **A sent envelope from this template already exists for the record.**
- **No incomplete sends.** If no signer is found or a required value is empty, Tally Sign creates a draft instead of sending, and sends the record owner a bell notification: **Needs a signer**.
- **Seats.** Automated sends act as the rule's owner, or as the record owner if they have a seat.
- **Updates need a condition.** A rule on **It's updated** needs at least one condition, so it doesn't run on every edit.

> **Watch out:** If Salesforce is disconnected, rules stop. The run log shows **Salesforce is disconnected.**

Next guide: [Flow and Agentforce actions](https://sign.gettally.io/university/automation/flow-and-agentforce-actions)

Source: https://sign.gettally.io/university/automation/automation-rules