Automations Overview

Available with purchase of Expertise Engine Premium

Overview

The Automations platform is the centralized hub for Kantata OX integrations, automations, and data sync workflows. Automations allows you to connect Kantata OX with third-party project management and finance systems, enforce business rules, simplify repetitive workflows, and monitor system activity in real time.

The Automations platform includes the following capabilities:

Integrate—Connect external tools to Kantata OX to automate data flows and ensure data integrity across your tech stack.
Automate—Use prebuilt workflows to handle routine tasks, configure advanced business logic, or build custom workflows with AI assistance.
Monitor—Track integration activity and progress in real time to identify and troubleshoot errors quickly.

Once activated for your account, you must be in a custom Access Group with the proper permissions in the Automations Access Group set checked. Account Administrators do not have access to Automations by default and must be added to a custom Access Group.

Integrations and Connections

The Integrations and Connections tabs contain all integrations provisioned for your account, such as NetSuite, Jira, and Intacct.

Connections Tab—Used to set up and manage authentication credentials for external applications.
Integrations Tab—Displays available integrations, run metrics, and configuration controls.
Scenarios Subtab—Scenarios execute prebuilt, logic-based actions to sync data between systems. While scenario step sequences cannot be modified or reordered, you can adjust sync schedules, configuration options, and mapping tables.
Application Configuration Modal—Allows you to manage mapping tables that match data points between Kantata OX and third-party systems (for example, pairing Kantata expense categories with corresponding NetSuite categories).

Workflows

Workflows execute automated sequences of actions to enforce business rules, ensure data accuracy, and save time across your organization.

Standard Workflows

Standard workflows are prebuilt automation routines with simple configuration options designed for quick setup. Available standard workflows include:

Invite Users to New Project—Automatically invites static or dynamically selected sets of users to newly created projects.
Onboarding/Offboarding Workweek Management—Adjusts user workweeks upon hire or deactivation to maintain accuracy in utilization reporting.
Project/ Task Plan Updater—Shifts task start dates, allocations, or scheduled hours when project or task dates change.
Remove Future Scheduled Hours—Automatically deletes remaining scheduled hours after a task is marked complete.
Timesheet Submission/Approval Reminder—Sends automated notifications to users with unsubmitted timesheets or approvers with pending approvals.

Custom Workflows and Workflow Studio

Custom workflows are tailor-made routines configured to perform targeted operations within Kantata OX. Custom workflows can be created by your team or built by Kantata Professional Services.

Through the Studio subtab, administrators can build custom workflows visually or leverage AI assistance via conversational prompts in the agent chat. Custom workflows can also execute custom agents to perform targeted, AI-driven automation steps directly within workflow logic.

Activity Monitoring

The Activity tab provides visibility into all integration and workflow activity across the Automations platform.

The Events subtab logs individual step executions across scenarios and workflows, providing the tools needed to monitor health and troubleshoot issues:

Status Tracking—Monitor executions by status (Completed, Errored, Running, Stopped, Stopping, or Timed Out).
Node Inspection—Expand execution details to review individual step nodes, inspect error response messages, and evaluate execution variables.
Saved Views & Column Customization—Filter and save personalized log views for quick access to frequent searches.