System rules and starter templates
The 53 automation rules, six email templates and six draft document templates every organization starts with: which ship switched on, why the customer-facing ones ship off, what is locked, and how to switch, clone or customise them.
System rules and starter templates
A system rule is one of the 53 workflow rules that every organization is given the moment it is created: the follow-up tasks, notifications, reminder emails, cancellation clean-ups, RERA reminders, RERA sweeps and money runs a Mumbai redevelopment office expects to run by itself. They come with six ready-made email templates and six draft document templates, called starter templates. A system rule cannot be edited or deleted, only switched on or off; to change what it does, you clone it and change the copy.
How it works in NirmaanOne
Where they come from
The rules, message templates and document templates are created for a new organization at sign-up, and any that are missing are added again whenever the defaults are refreshed for existing organizations (a server task, for example after an upgrade that adds a new system rule). Each is matched by its code, so a rule you have switched on, a template whose wording you changed, or a clone you made is never overwritten. A starter document template you deleted comes back as a fresh draft on the next backfill.
Every system rule's name ends in "(system)", except the four manual buttons. On the Rules list they carry a purple "system" tag and Created by reads System.
What is locked
On a system rule's page the whole form is read-only and the alert explains: "A system rule created with the organization: its schedule, conditions and actions are fixed. Switch it on or off here, or clone it to set your own cadence and options. Switching it on checks that you hold the permissions its actions need and makes you the owner of its runs."
- Switch on / Switch off (or the Active toggle on the list) needs the Edit permission on Workflow Rules. Switching either way re-checks every action against your own permissions: if one needs a permission you lack, the switch is refused ("You do not have permission to do that.") and the rule stays as it was.
- There is no Delete for a system rule ("System rules cannot be deleted; deactivate it instead").
- Clone (needs the Create permission on Workflow Rules) makes an ordinary rule named "<name> (copy)" with the same trigger, conditions and actions, checked against your permissions. The copy is saved at once, starts inactive, opens on its own page and is fully editable. Switch the original off if you do not want both to run.
Who owns the runs
Rules that ship switched on need an owner, because event and scheduled runs act with the owner's permissions. At sign-up that owner is the administrator who created the organization; on a backfill it is the organization's earliest active Administrator. If no owner can be found, every rule is seeded switched off. Switching a rule on later makes you its owner. See the rule owner.
Which ship on and which ship off
37 rules ship switched on and 16 ship off. The ones that write to customers or generate documents ship off so the office can review the template wording, and publish the starter document templates, before anything goes out. Round-robin lead assignment, the daily demand and payout runs, the monthly revenue run, the per-instalment heads-up and Release held unit also ship off; each rule's description says when to switch it on. The RERA sweep rule that fires when a receipt clears ships on: the sweep only mirrors what the bank does with the project's collection account, so there is nothing to review before it posts; its 09:00 catch-up, Daily RERA sweeps (system), ships off.
| Rule | Watches | Fires | Ships |
|---|---|---|---|
| New lead: first call (system) | Opportunity | On Create | on |
| New lead: assign round-robin (system) | Opportunity | On Create | off |
| Cold leads: weekly nudge (system) | Opportunity | Every Monday 09:00 | on |
| Opportunity lost: tell sales management (system) | Opportunity | Opportunity stage changed | on |
| Lost opportunity reopened: call the buyer back (system) | Opportunity | Opportunity stage changed | on |
| Estimate approval requested (system) | Estimate | Estimate approval requested | on |
| Estimate approved: tell the salesperson (system) | Estimate | Estimate approved | on |
| Estimate rejected: tell the salesperson (system) | Estimate | Estimate rejected | on |
| Estimate cancelled: close its open tasks (system) | Estimate | Estimate cancelled | on |
| Estimate sent: email the cost sheet (system) | Estimate | Estimate sent | off |
| Unit hold expiring in 2 days (system) | Estimate | Daily 09:00 | on |
| Estimate expired: re-quote or close (system) | Estimate | Estimate expired | on |
| Booking created: accounts and legal (system) | Booking | Booking created | on |
| Booking cancelled: cancel its estimate (system) | Booking | Booking cancelled | on |
| Allottee booking cancelled: cancel the offer (system) | Booking | Booking cancelled | on |
| Booking created: welcome mail with allotment letter (system) | Booking | Booking created | off |
| Buyer term sheet issued: email it (system) | Termsheet | Termsheet issued (buyer side) | off |
| Booking cancelled: finance follow-up (system) | Booking | Booking cancelled | on |
| Demand issued: email the demand letter (system) | Demand | Demand issued | off |
| Buyer instalment due in 7 days (system) | Schedule row | Installment due (daily) | off |
| Demand overdue: remind the buyer by email (system) | Demand | Demand overdue (daily), 1 and 7 days | off |
| Demand 7 days overdue: call the buyer (system) | Demand | Demand overdue (daily), 7 days | on |
| Demand 30 days overdue: escalate (system) | Demand | Demand overdue (daily), 30 days | on |
| Receipt cleared: acknowledge by email (system) | Payment | Payment cleared | off |
| Receipt cleared: generate the receipt (system) | Payment | Payment cleared | off |
| Payment bounced: recover (system) | Payment | Payment bounced | on |
| Payment bounced: reverse its sweep (system) | Payment | Payment bounced | on |
| Payment bounced: notify the payer (system) | Payment | Payment bounced | off |
| Member offer issued: collect the signed copy (system) | Termsheet | Termsheet issued (member side) | on |
| Member offer issued: email the member (system) | Termsheet | Termsheet issued (member side) | off |
| Member offer signed: accounts and legal (system) | Termsheet | Termsheet signed (member side) | on |
| Member offer cancelled (system) | Termsheet | Termsheet cancelled (member side) | on |
| Construction stage achieved: bill it (system) | Construction stage | Milestone achieved | on |
| Construction stage reopened (system) | Construction stage | Milestone reopened | on |
| Construction stages running late (system) | Construction stage | Every Monday 09:00 | on |
| RERA registration expiring (system) | Project | Every Monday 09:00 | on |
| RERA registration expired (system) | Project | Every Monday 09:00 | on |
| Daily demand runs (system) | Project | Daily 09:00 | off |
| Receipt cleared into the collection account: post its RERA sweep (system) | Payment | Payment cleared | on |
| Daily RERA sweeps (system) | Project | Daily 09:00 | off |
| Daily payout runs (system) | Books | Daily 09:00 | off |
| Monthly revenue run (system) | Books | 1st of the month 09:00 | off |
| Tasks overdue: daily reminder (system) | Task | Daily 09:00 | on |
| Task assigned: tell the assignee (system) | Task | On Create | on |
| Task reassigned: tell the new assignee (system) | Task | On Update of the assignee | on |
| Commission approved: tell finance (system) | Commission | Commission approved | on |
| Escrow withdrawal requested: tell the Finance Lead (system) | Escrow withdrawal | Escrow withdrawal requested | on |
| Escrow withdrawal approved: tell the requester (system) | Escrow withdrawal | Escrow withdrawal approved | on |
| Escrow withdrawal transferred: tell finance (system) | Escrow withdrawal | Escrow withdrawal transferred | on |
| Send payment reminder | Demand | Manual button (Issued or Partially Paid) | on |
| Resend cost sheet | Estimate | Manual button (Sent) | on |
| Hand over to a Sales Executive | Opportunity | Manual button (Lead, Estimate or Approval) | on |
| Release held unit | Unit | Manual button (Reserved For Buyer) | off |
Scheduled system rules get their recurrence on the day they are seeded: daily at 09:00, weekly on Monday at 09:00 or monthly on the 1st at 09:00, with no end date, in Indian time.
Receipt cleared into the collection account: post its RERA sweep (system) runs the Post RERA sweeps operation the moment a receipt clears into a project's collection account (its conditions: the payment is a receipt, and the account it landed in is a collection account): one sweep for that receipt alone, dated its clearing date, split by the escrow share in force and posted at once, seconds after the receipt is cleared, with the note "Receipt <no>". Two receipts cleared on the same day get two sweeps. It tells the Finance Lead only when the sweep could not be posted ("RERA sweep on <project>: receipt <no> could not be swept", pointing at Sweep this receipt on the payment once the cause is fixed). Switch it off to sweep by hand from the payment or from RERA sweeps. Daily RERA sweeps (system) runs the same operation on every project at 09:00 as a catch-up for anything the immediate rule could not post, one sweep per clearing date ("RERA sweeps on <project>: <n> day(s) could not be posted"); it ships off, and neither rule takes a receipt twice. The three Escrow withdrawal rules announce a request to the Finance Lead, its approval to the requester and its transfer to finance; see RERA accounts and the daily sweep.
The roles they rely on
The rules notify and assign by role name: Sales Manager, Sales Executive, Accountant, Finance Lead, Rehab Officer, Project Manager and Legal & Documentation. A task for a role goes to the active member with the fewest open tasks; a lead for a role goes to the member with the fewest open opportunities. If a role has no active members, a notification to it reaches nobody, a task for it is created without an assignee, and a lead hand-over fails with "no_assignee: Role '<name>' has no active members". If you rename or delete one of these roles, switching the rule on or off is refused with "Role '<name>' does not exist in this organization"; clone the rule and point the copy at your own role.
Manual buttons
The four Manual rules appear in the Workflows menu of the record they watch: Send payment reminder on a demand, Resend cost sheet on an estimate, Hand over to a Sales Executive on an opportunity. The menu shows to users with the View permission on Workflow Runs. A rule whose conditions the record does not meet (a demand that is already Paid, say) is still listed but marked unavailable, and choosing it explains why. Running one needs the Create permission on Workflow Runs plus whatever the actions need; in the default roles only the Administrator holds Create on Workflow Runs. Release held unit watches units, and no unit screen carries the Workflows menu, so switching it on gives no button today.
Starter message templates
Six Email templates ship Active and marked System: Cost sheet sent to buyer, Payment reminder, Booking confirmation, Receipt acknowledgement, Payment returned unpaid and Offer issued to member. Their codes are locked and their wording is editable; see Message templates.
Starter document templates
Six document templates ship as Draft under Settings > Documents: Demand letter (standard), Allotment letter (standard), Offer letter (standard), Term sheet (standard), Receipt (standard) and Cost estimate sheet (standard). A draft can be edited and previewed but not generated from. Four system rules need one of them published before they can do their job: the welcome mail attaches the allotment letter, the buyer term sheet rule generates the term sheet, the demand letter rule generates the demand letter, and the receipt acknowledgement attaches the receipt. The rule can be switched on before the template is published, but its runs fail until it is.
Shipping the customer-facing pieces off, and the internal reminders on, is deliberate: nothing reaches a buyer or a society member until someone with the right permission has read the wording, while the office's own tasks and notifications work from day one.
Example
Sunrise Developers LLP wants buyers to receive the demand letter by email the moment a demand is issued. Priya, the Administrator, does this:
- Settings > Documents > Templates: opens Demand letter (standard), adds the letterhead and the collection account details, and presses Publish (the Publish permission on Document Templates). The template becomes Published, version 1.
- Settings > Workflows > Rules: filters Inactive only, opens Demand issued: email the demand letter (system) and presses Switch on. The app checks that Priya holds the Create permission on Generated Documents, which the Generate document action needs, and makes her the owner of its runs.
- On 30 Sep 2026 an accountant issues demand DM-2026-27-00042 on Unit B-1203 to Mr Rohan Mehta: instalment ₹12,50,000.00, GST ₹62,500.00, TDS ₹12,500.00, amount payable ₹13,00,000.00, due 15 Oct 2026. The buyer's contact has an email address, so the rule's condition holds. The run generates Demand letter DM-2026-27-00042 as DL-2026-27-00018, files it on the demand, marks it Sent and emails it with the subject "Demand DM-2026-27-00042: Rs 13,00,000.00 payable by 15 Oct 2026".
- A demand issued the same day to a buyer whose contact has no email address produces no run at all: the rule's condition "contact.email is not empty" fails before anything starts.
Later the office decides seven days is too late for the first call. Priya opens Demand 7 days
overdue: call the buyer (system), presses Clone and names the copy "Demand 5 days overdue: call
the buyer". The copy opens, inactive; she changes the condition to event.days_overdue == 5, ticks
Active and presses Save changes, then switches the original off. System rules cannot be
deleted, so the original stays on the list, switched off, with its run history.
Where you see it
- Rules: the "system" tag, the Active toggle, Clone and the Inactive only filter.
- Rule: the read-only system rule with Switch on / Switch off and Clone, and the page a clone opens on for editing.
- New rule: the builder, for rules you write from scratch.
- Message templates and Message template: the six system templates.
- Document templates and Document template: the six starter drafts and Publish.
- Demand runs, Payout runs and Revenue runs: the Automatic … runs cards that list the scheduled money rules.
- RERA sweeps: the sweeps the rules post; Escrow withdrawals: the requests the three withdrawal rules announce.
- Demand, Estimate and Opportunity: the Workflows menu with the manual buttons.
- Tasks and Notifications: what the internal rules produce.
- Roles & Permissions: the roles the rules assign to.
Related
Related
- RulesScreen
Every automation rule in your organization, system and custom, with filters, the switch that turns each rule on or off, and shortcuts to edit, test, clone, see the run history of or delete a rule.
- RuleScreen
One automation rule's page: read or change its basics, trigger, conditions and actions, test it against a record, clone or delete it, and switch a system rule on or off.
- New ruleScreen
Build an automation rule on a full page: which records it watches, what starts it, which records qualify, and the ordered actions it carries out.
- Message templatesScreen
The list of your organization's message templates: the wording that Send email actions and campaigns use, with filters and the actions to create, open or delete one.
- Message templateScreen
One message template's page: change its wording, attachments and settings, and preview it filled in for a real record.
- RunsScreen
Every time a rule ran: what started it, which record it worked on, how each action went, and the panel from which an errored run is retried.
- Document templatesScreen
The list of your organization's document templates (demand letters, offer letters, termsheets, agreements, allotment letters, receipts, cost sheets), with filters and the actions to create, duplicate, open or delete one.
- Document templateScreen
The template designer: write a template's wording with merge fields, set its letterhead, title and page layout, preview it against a real record, and publish, retire or restore its versions.
- Demand runsScreen
Every demand run of the chosen books, the dialog that previews and drafts a run billing everything due on a project, and the scheduled rules that create runs automatically.
- Payout runsScreen
Every payout run of the chosen books, the dialog that drafts a new run of member benefits, commissions or refunds, and the scheduled rules that draft runs automatically.
- Revenue runsScreen
The revenue runs (period closes) of the chosen books, the dialog that prepares a new draft run, and the scheduled rules that draft runs automatically.
- RERA sweepsScreen
Every RERA sweep of the organization, one per receipt the moment it clears into a project's collection account (mirroring the bank's sweep of that account into the RERA separate and operative accounts) or one per clearing date from the Sweep now dialog that previews and posts sweeps by hand.
- DemandScreen
One demand: the installments it bills, its amounts with GST, the expected TDS and what is payable in money, the receipts and TDS credits against it and how the money is placed on the charges, with the actions to edit, issue, cancel or delete it.
- EstimateScreen
One estimate version: its charges by group, payment plan, approvals, unit and parking hold and validity, with the lifecycle actions to send, finalize, request approval, approve or reject, extend, cancel, version and book.
- Opportunity (Overview tab)Screen
One buyer's enquiry on one project: who they are, what they want, the current estimate, the latest activity, documents and tasks, with the pipeline actions (estimate, assign, book, mark lost, reopen) in the header.
- Roles & PermissionsScreen
The list of your organization's roles: open one, create or clone a role, deactivate or reactivate it, and delete custom roles nobody holds.
- TasksScreen
Follow-ups for you and your team: add tasks by hand or let workflow rules raise them, link each to the record it is about, assign it, and mark it done.
- NotificationsScreen
Your in-app inbox: every message the workflow rules sent you, newest first, with links to the records they are about and a way to mark them read.
- Workflow rules, conditions, actions and the rule ownerConcept
What a workflow rule is made of (one kind of record, one trigger, conditions, ordered actions, an optional chained event), how conditions and action settings are evaluated, how versions, tests and clones work, and why every rule has an owner whose permissions its runs use.
- Triggers and event typesConcept
The five ways a workflow rule starts (On Create, On Update, On Event, Scheduled, Manual), the catalogue of system event types the app raises, the daily due-date events for instalments and overdue demands, how recurrences are counted, and custom event types that chain rules.
- Workflow runs and the outboxConcept
How a change becomes automation: the outbox event written with the change, the pick-up that hands it to the engine, one run per listening rule with a recorded result per action, the statuses each passes through, and how Errored runs are retried and Failed events requeued.
- Message templatesConcept
The reusable wording of the emails that workflow rules, record-page buttons and campaigns send: a code, a channel, a subject and body with merge fields, an optional rich HTML body and up to five generated-document attachments, rendered against the record that triggered it.
- Roles and permissionsConcept
What a permission is (a module plus an action), how roles bundle permissions, the twelve default roles and what each is meant for, the one-role-per-user rule, and when a change reaches a signed-in user.
- RERA accounts and the daily sweepConcept
Every buyer payment enters the project's collection account; the bank sweeps it daily, the escrow share (70% under RERA 2016, or the project's own share) to the RERA separate account and the rest to the operative account. NirmaanOne mirrors the sweep as a Contra voucher per receipt the moment it clears, records certified withdrawals from the separate account, warns on receipts banked elsewhere and reports where the money stands; it never moves the money itself.