NirmaanOne Help
How-toReviewed 2026-09-29

Switch on a system rule

Switch on one of the ready-made system rules that ship switched off, such as emailing the demand letter when a demand is issued: publish the document template it uses, review and preview its email template, then press Switch on and check its runs.

Switch on a system rule

Every organization starts with a catalogue of ready-made workflow rules, the system rules. Most of them are on from the first day, but the ones that email customers or generate documents ship switched off, so that someone can check the wording before a buyer or a society member receives anything. This guide prepares what such a rule uses and switches it on.

The rules that ship switched off, and what to prepare for each:

Rule What it does Prepare first
Estimate sent: email the cost sheet (system) Emails the buyer when an estimate is sent. Review the "Cost sheet sent to buyer" email.
Booking created: welcome mail with allotment letter (system) Emails the buyer the booking confirmation with the allotment letter attached. Publish "Allotment letter (standard)"; review the "Booking confirmation" email.
Buyer term sheet issued: email it (system) Generates the term sheet document, files it and emails it to the buyer. Publish "Term sheet (standard)".
Demand issued: email the demand letter (system) Generates the demand letter, files it on the demand and emails it to the buyer. Publish "Demand letter (standard)".
Demand overdue: remind the buyer by email (system) One day and seven days after the due date, emails the buyer a reminder. Review the "Payment reminder" email.
Receipt cleared: acknowledge by email (system) Emails the payer an acknowledgement with the receipt attached. Publish "Receipt (standard)"; review the "Receipt acknowledgement" email.
Payment bounced: notify the payer (system) Emails the payer when a payment bounces. Review the "Payment returned unpaid" email.
Member offer issued: email the member (system) Emails the society member when their offer is issued. Review the "Offer issued to member" email.
Buyer instalment due in 7 days (system) Tells the Accountants about each buyer instalment due in 7 days. Nothing.
New lead: assign round-robin (system) Gives each unassigned new opportunity to the Sales Executive with the fewest open ones. Nothing.
Daily demand runs (system), Daily payout runs (system), Monthly revenue run (system) Money runs on a timetable. See Put demand, payout and revenue runs on a schedule.
Daily RERA sweeps (system) A 09:00 catch-up that posts any RERA sweep the immediate rule could not. Nothing; leave "Receipt cleared into the collection account: post its RERA sweep (system)" on.
Release held unit A button to release a unit held by a sent estimate. Nothing.

Each rule's own description, shown under its name on the Rules list, says the same thing ("Publish the "Demand letter (standard)" template, then switch on.").

The RERA rules go the other way: they ship on. "Receipt cleared into the collection account: post its RERA sweep (system)" posts each receipt's own sweep the moment it clears into the project's collection account (switch it off to sweep by hand with Sweep this receipt on the payment or Sweep now under Payments > RERA sweeps; its catch-up "Daily RERA sweeps (system)" ships off), and "Escrow withdrawal requested: tell the Finance Lead (system)", "Escrow withdrawal approved: tell the requester (system)" and "Escrow withdrawal transferred: tell finance (system)" keep finance informed of each certified drawdown from the RERA separate account. See Sweep the collection account by hand and Withdraw from the RERA separate account.

Before you start

  • You need the Edit permission on Workflow Rules to switch a rule on or off. In the default roles only the Administrator has it.
  • Switching a rule on checks your own permissions. Each of the rule's actions needs its permission, and you must hold them all: generating a document needs the Create permission on Generated Documents, a task needs the Create permission on Tasks, closing tasks the Edit permission on Tasks, assigning leads the Edit permission on Opportunities, and the money runs the permissions of those runs (posting RERA sweeps needs the Create and Edit permissions on Payments). The Administrator holds all of them.
  • To publish a document template you need the Publish permission on Document Templates (the role editor shows it as "publish"); to change an email's wording, the Edit permission on Message Templates. The Administrator, the Sales Manager and Legal & Documentation can publish templates by default.
  • To see the runs afterwards you need the View permission on Workflow Runs.

Steps

  1. Open the account menu in the top bar, choose Settings, click the Workflows tab and then Rules (Rules). Set the Active filter to Inactive only. The list shows the rules that are switched off; each system rule has a purple "system" tag after its version and System in the Created by column, and its description under the name.
  2. Click the rule's name, for example "Demand issued: email the demand letter (system)". The rule's page opens with the badge Inactive and the note "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." Every field is read-only. Read Trigger, Conditions and Actions to see when it fires and what it does.
  3. If the rule generates or attaches a document, open Settings > Documents > Templates (Document templates) and click the starter template the rule names, for example "Demand letter (standard)". The template designer opens with the bar "Drafts cannot be used yet. Publish the template to offer it on <record type> records and in workflows."
  4. Review the letter (preview it against a real record if you like; see Put a starter document template into use), then click Publish. In the "Publish template" dialog add Notes (optional) and click Publish. You see "Published as version 1." and the status becomes Published.
  5. If the rule sends an email template, open Settings > Workflows > Message templates (Message templates) and click the template, for example "Payment reminder". Its page opens with "Used by <n> workflow action(s)." under the name, and the Subject, the Email body and the Plain-text version.
  6. If your organization words things differently, edit the Subject, Email body or Plain-text version and click Save changes. You see '"<name>" saved.' The Code of a system template can't be changed.
  7. In the Preview panel ("Render the saved template against a record."), pick a real Record (for the payment reminder, an issued demand) and click Preview. The Subject, HTML body and Plain-text body appear as the customer would receive them. Nothing is sent.
  8. Go back to the rule's page (breadcrumb Rules, then the rule) and click Switch on. You see "<name> is on; it runs next <date and time>." for a scheduled rule, or "<name> is on; it runs on its schedule." for one that reacts to events. The badge turns Active and the button becomes Switch off.
  9. Once the rule's event has happened (a demand issued, a receipt cleared…), click Run history on the rule's page (Runs) and click the eye icon on a run. The panel shows the run's status (Success, Errored…) and, under its actions, what each one did or the error it met.

What happens next

  • You own the rule's runs. From now on the rule acts as you whenever it fires, with your permissions as they stand at that moment. If you later lose a permission it needs, or your account is deactivated, its runs fail until someone else switches it off and on again.
  • Emails go only to records with an address. The customer-facing rules only match when the buyer, payer or member has an email address; records without one are simply skipped.
  • Documents are filed like any other. A letter the rule generates or attaches is numbered and filed against the record, just as if someone had generated it by hand, and is listed under Settings > Documents > Generated documents.
  • Switching off is the same button. Switch off stops the rule at once ("<name> is off."), and the grid's Active switch on the Rules list does the same for any rule.
  • To change a system rule, for example to send the reminder on other days or add a condition, clone it instead; see Customise a system rule.
  • Switching a rule on or off is recorded in Settings > Audit log.

If something goes wrong

  • Switch on answers "You do not have permission to do that.": you lack a permission one of the rule's actions needs (or the Edit permission on Workflow Rules). Ask for it, or ask an Administrator to switch the rule on. See Run errored or blocked with "permission_revoked".
  • A run is Errored with "Template <CODE> is not published": the document template the rule uses is still a draft or has been retired. Publish or reopen it (steps 3 and 4), then Retry the run. See A run's action errored.
  • A run is Errored with "permission_revoked: the acting user no longer holds …": the person who switched the rule on has lost a permission or been deactivated. See Run errored or blocked with "permission_revoked".
  • The email shows as logged with "MAIL_SERVER is not configured; the message was logged": the server has no mail server set up, so nothing went out. See Email shows as logged or refused.
  • Runs stay Pending, or an administrator sees a banner such as "The workflow engine is disabled on the server: rules are saved and events are staged, but runs stay Pending until it is fixed.". See Workflow runs stay Pending.
  • Publish is refused with "Add content before publishing." or a template error with a line number: see Template will not save, publish or render.

Related

  • WorkflowsScreen

    The Workflows area of Settings, where you manage automation rules, event types and message templates, and check the runs, the outbox and the engine's health.

  • 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.

  • 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.

  • HealthScreen

    Whether the automation engine can process what the rules produce: the engine flag, its message queue, its worker, the outbox and run counts, and the scheduler's heartbeat.

  • 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.

  • Generated documentsScreen

    The organization-wide log of every document generated from a template or uploaded against a record, where you preview, download, email, void or delete them.

  • 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.

  • Put a starter document template into useHow-to

    Review one of the six starter templates that come as drafts, preview it against a real record, publish it, and switch on the system workflow rule that sends it automatically.

  • Customise a system ruleHow-to

    Change what a ready-made system rule does (its timing, conditions, recipients or wording) by cloning it into your own rule, editing the copy, switching the copy on and the original off.

  • Build and switch on a custom ruleHow-to

    Build your own automation rule on the rule editor (what it watches, what starts it, which records qualify and what it does), save it switched off, try it on a real record with a dry run, then switch it on and check its runs.

  • Put demand, payout and revenue runs on a scheduleHow-to

    Have demand runs, payout runs, revenue runs and RERA sweeps prepared on a timetable instead of by hand: start from the ready-made schedule on each runs page, adjust the day, time and options, save the rule, or simply switch on the matching system rule.

  • Design an email template and use it in a ruleHow-to

    Write a reusable email (subject, designed body, plain-text version and optional generated attachments) with merge fields, preview it against a real record, and have a workflow rule send it.

  • Investigate a failed automationHow-to

    When a reminder, task or automatic run didn't happen, check that the workflow engine is working, find the run that failed and read its error, fix the cause, then retry the run or requeue the event.

  • System rules and starter templatesConcept

    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.

  • 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.

  • 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.

  • Document templates, published versions and letterheadsConcept

    A document template is an HTML letter with merge fields written for one record type; publishing it freezes a numbered version that generation uses while the draft stays editable, and a letterhead (the template's own, else the project's, else the organization's default) supplies the logo, header, footer and page layout around it.

  • "No access" or "You do not have permission": your role lacks a permissionTroubleshooting

    Every screen, button and picker is gated by a permission on a module; your role decides which you hold, so a missing one shows as a No access card, a refused action, a greyed-out button with a hover reason, or a picker that explains which permission it needs.

  • A run's action errored: webhook refused, empty role, empty reason, unpublished template or the chain ran too deepTroubleshooting

    A workflow run stops as Errored when one of its actions fails: the webhook address is internal or the other system refused the call, the role to assign to has no active members, a cancellation or lost reason came out blank, or the document template is not published; a run is Blocked when a chain of rules emitting events runs deeper than the engine allows.

  • Run errored or blocked with "permission_revoked": the rule's owner no longer holds a permission its actions needTroubleshooting

    A rule's automatic runs act as the person who last saved or switched the rule, and manual runs as the person who pressed the button; each action is checked against that person's permissions when it runs, so a role change or a deactivated user makes the run fail until the permission is restored or someone who holds it takes the rule over.

  • Workflow runs stay Pending: automation is off, its queue is down or processing has stoppedTroubleshooting

    Rules keep saving and events keep being recorded, but nothing runs while automation is switched off on the server, the queue that carries changes to it is missing or down, or processing has stopped; the Health tab shows which, the NirmaanOne team fixes it, and the waiting work is then processed.

  • Email shows as logged or refused: the mail server is not configured or rejected the messageTroubleshooting

    Outgoing mail is sent through a mail server set up for the installation, not inside the app; while none is configured every email (document, campaign, workflow, invitation, verification) is only logged and reported as not delivered, and when the server refuses a message the recipient is marked failed; the person who runs the installation configures mail, then you resend.