Create and Manage AI Studio Automations

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Overview

AI Studio Automations let the main agent run without starting a manual Ask Z chat. Use them for recurring operational checks or connected-app events that should trigger an AI workflow. Automations live in Settings > AI Studio > Automations and are available to teammates who can manage AI Studio.

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When to Use Automations

Create an automation when you need Z360 to:

• Review a queue or report on a recurring schedule
• Follow up when a connected app event occurs
• Respond when work is created inside Z360
• Run a consistent set of main-agent instructions
• Keep private automations separate from shared organization workflows

Use a custom AI Expert instead when the workflow needs a named specialist with its own prompt, allowed apps, skills, intelligence settings, or Inbox expert behavior.

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Automation Types

The Automations list shows each automation’s Title, Configuration, Status, Last run, and Next run. You can search automations and filter by Type, Status, and Access.

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Create a Scheduled Automation

1. Open Settings.
2. Go to AI Studio > Automations.
3. Click the dropdown next to Add Automation.
4. Choose Schedule.
5. Enter a clear Title.
6. Choose Access:
   • Organization shares the automation with the organization.
   • Private keeps it visible only to you.
7. Open Schedule settings.
8. Choose the Timezone.
9. Choose a repeat option: Hourly, Daily, Weekly, or Custom.
10. For daily or weekly schedules, choose the run time. For weekly schedules, choose the weekdays.
11. Add Instructions that tell the main agent what to do when the automation runs.
12. Choose the automation Approval policy and Intelligence level when those controls are available.
13. Set the automation to Active or Paused.
14. Click Save.

For Custom schedules, enter an RRULE only if your team is comfortable with recurring-rule syntax. Review the timezone before saving so the automation runs at the expected local time.

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Run a Schedule Manually

Open a saved scheduled automation and click Run now when you want to start it outside the normal schedule. Run now is available only when:

• The automation is a Schedule
• The automation is Active
• The schedule is valid
• There are no unsaved changes

If the button is disabled, save changes first and confirm the automation is active.

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Create a Connected-App Trigger Automation

1. Open Settings.
2. Go to AI Studio > Automations.
3. Click the dropdown next to Add Automation.
4. Choose Trigger.
5. Enter a clear Title.
6. Choose Access.
7. Under Trigger settings, click Select connected account and event.
8. Search or choose the connected account.
9. Choose the event that should start the automation.
10. Fill in required Trigger configuration fields.
11. Expand Optional fields only when the integration needs additional filters or setup.
12. Add Instructions that tell the main agent what to do when the event occurs.
13. Choose the automation Approval policy and Intelligence level when those controls are available.
14. Set the automation to Active or Paused.
15. Click Save.

Trigger automations use connected accounts that are visible for the selected access level. Private automations can use private user-scoped accounts. Organization automations use organization-visible accounts.

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Create a Z360 Activity Trigger Automation

Use a Z360 activity trigger when the automation should start from work created inside Z360 instead of from a connected app.

1. Open Settings.
2. Go to AI Studio > Automations.
3. Click the dropdown next to Add Automation.
4. Choose Trigger.
5. Enter a clear Title.
6. Choose Access.
7. Under Trigger settings, choose the Z360 option.
8. Select the event that should start the automation.
9. Add Instructions that tell the main agent what to do with the new record.
10. Set the automation to Active or Paused.
11. Click Save.

Supported Z360 activity events include Contact created, Conversation created, Inquiry created, Note created, Reminder created, and Ticket created. These triggers are useful for tasks such as summarizing every new inquiry, checking newly created tickets for missing details, preparing follow-up after a reminder is created, or routing new conversations for review.

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Create a Conversation Tag Trigger Automation

Use Conversation tag applied when a tag added to a conversation should start main-agent work.

1. Open Settings.
2. Go to AI Studio > Automations.
3. Click the dropdown next to Add Automation.
4. Choose Trigger.
5. Enter a clear Title.
6. Choose Access.
7. Under Trigger settings, choose the Z360 trigger source.
8. Select Conversation tag applied.
9. In Conversation tags, leave the field empty to run for any conversation tag, or choose one or more tags to run only for those tags.
10. Add Instructions that tell the main agent what to do when the tag is applied.
11. Set the automation to Active or Paused.
12. Click Save.

Only newly applied conversation tags start this trigger. If a tag is already on a conversation before the automation is active, remove and reapply the tag or start the work manually.

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Pause, Edit, or Delete an Automation

Open an automation from the list to edit it.

• Use Active or Paused to control whether it runs.
• Update Title, Access, schedule settings, trigger configuration, Approval policy, Intelligence level, or Instructions.
• Click Save after changes.
• Use Delete automation only when the automation should be removed.

For trigger automations, the original automation type, connected account, and event are fixed after creation. If those need to change, create a new trigger automation with the correct source. Deleting an automation removes the automation configuration. Previous run threads remain available in global agent history.

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Review Runs

Open a saved automation to review:

• Last run
• Next run for active schedules
• Previous runs when recent activity is available

Use run history to confirm what the main agent did, whether a schedule fired as expected, and whether a trigger workflow needs clearer instructions.

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Understand Automation Limits

Organizations can have a limit on active Automations. If the active Automation limit is reached, Z360 explains that another Automation must be paused or deleted before you activate a new one. Scheduled Automations also need enough spacing between runs. If a schedule is too close to another active scheduled Automation, adjust the schedule timing and save again.

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Best Practices

• Give each automation one clear job.
• Use specific instructions that can run without extra clarification.
• Keep sensitive or high-impact work paused until tested.
• Use stricter approval policies for customer-facing or record-changing automations until the workflow is proven.
• Use higher intelligence levels only when the task needs deeper reasoning or more complex tool use.
• Use Private for personal workflows and Organization for shared team workflows.
• Leave enough time between scheduled Automations so recurring work does not overlap unnecessarily.
• Leave Conversation tags empty only when every tag should start the automation.
• Review Previous runs after creating or changing an automation.
• Recheck trigger configuration after reconnecting or changing a connected account.