Automations

The Automations module lets you build scheduled, rule-based workflows that take repetitive reporting and coordination off your team’s plate. With a few clicks, you can automatically generate reports, deliver them to stakeholders, and notify collaborators on a recurring schedule or for defined periods — ensuring your sustainability operations are timely, consistent, and audit-ready.

Written By CarbonX Registry

Last updated 4 months ago

Image: Automations dashboard with Create Automation, Use Template, and Automations List — showing schedule, status, quick actions, and integration with Reporting and Contact Management for hands-free distribution.

1) Purpose

Automations replace manual, calendar-driven tasks with reliable, repeatable workflows. Use them to:

  • Create recurring or event-based workflows (e.g., monthly summaries, annual audits).

  • Schedule emissions and performance reports for specific scopes, facilities, and periods.

  • Deliver finalized documents to external verifiers or internal recipients from your contact list.

  • Maintain a consistent cadence for carbon data submissions, board packs, and ESG disclosures.

This module is ideal for audit readiness, governance reporting, and continuous performance tracking.

2) Interface Overview

The Automations Dashboard contains three primary areas:

Component Description

Create Automation

Opens a configuration panel to build a custom workflow from scratch.

Use Template

Offers pre-built templates (e.g., Audit-Ready Annual Report) you can customize.

Automations List

Shows all active/draft automations with status, frequency, and quick actions.

Empty state message (when none exist):
“No automation created yet — To get started, create a new automation or use templates.”

3) Creating a New Automation

  • Click Create Automation.

  • Complete the configuration form in the right-side panel.

  • Click Confirm to activate.

Configuration Fields

Field Description

Automation Name

Friendly title (e.g., Monthly Emission Report).

Report Name

The report instance to generate (displayed in Reporting).

Report Type

Output format & framework (e.g., PDF, ISO-based, GHG-based, Audit-Ready).

Report Language

Default: English (select others if enabled).

Facilities

One or multiple facilities included in the report.

Period

Data coverage (e.g., Last year, This quarter, custom range).

Scheduled Frequency

Monthly, Quarterly, Yearly (or custom if enabled).

Start Date

First execution date; subsequent runs follow the chosen cadence.

Scopes

Include Scope 1, Scope 2, Scope 3 as needed.

About the Report

Notes for internal tracking (e.g., audience, purpose, special instructions).

What happens on Confirm:

  • The workflow is saved, enabled, and appears in Automations List.

  • At each run, the system fetches the latest verified data, generates the report, and (if configured) delivers it to designated contacts.

4) Using Automation Templates

Speed up setup with pre-built, best-practice templates under Use Template.

Example Template — Audit Ready Report Annual

  • Purpose: Generate and send a yearly audit-ready GHG report to external verifiers.

  • Default Configuration:

    • Report Type: Audit-Ready Report (PDF)

    • Frequency: Yearly

    • Period: Last Year

    • Start Date: (e.g., 15/10/2025)

    • Facility: Preselected from registered facilities (editable)

    • Scopes: 1, 2, 3

  • Customization: Adjust facilities, recipients, and scope before saving.

5) Automation List & Monitoring

After creation, each workflow appears in the Automations List with at-a-glance status and controls.

Column Description

Automation Name

Title of the workflow (click to view/edit details).

Report Type

Type/format (e.g., Audit-Ready PDF, GHG-Based Summary).

Frequency

Schedule (e.g., Yearly, Monthly).

Status

Active, Paused, or Completed (with last run timestamp).

Action

Edit, Pause/Resume, Delete, or Run Now (manual trigger).

Run History (when enabled):

  • Shows last run time, duration, success/failure, and delivery outcomes (e.g., emails sent, recipients).

  • Error logs include a short reason (e.g., missing facility selection, contact email invalid), with a link to resolve.

6) Integration with Other Modules

Automations are deeply connected to core areas to ensure reports are generated with fresh, verified data and reach the right stakeholders:

  • Reporting: Triggers periodic creation of emissions and performance reports using selected frameworks (GHG/ISO/Source-based).

  • Contact Management: Pulls recipients for automated distribution (e.g., verifiers, executives, facility managers).

  • Organization Settings & Facilities: References current facility structure and metadata.

  • Emission Management & Results: Uses the latest confirmed calculations and scope allocations at run time.

7) Example Workflow

Automation Name: Audit Ready Report Annual
Trigger: Yearly on October 15
Actions:

  1. Generate an Audit-Ready Report covering Scopes 1, 2, 3 for selected facilities, Period = Last Year.

  2. Email the report to designated verifiers and executives from Contact Management.

Outcome: Hands-free, compliance-ready annual submission with a complete audit trail.

8) Notifications, Permissions & Governance (recommended patterns)

  • Notifications: Owners receive success/failure alerts after each run; recipients receive the generated report with contextual notes.

  • Permissions: Only users with appropriate Reporting/Automation privileges can create, edit, or run automations; access respects facility-level permissions.

  • Audit Trail: Changes to schedules, recipients, and configurations are logged for governance.

9) Best Practices

✅ Use templates for common cycles (annual audit, quarterly emissions, monthly summaries).
✅ Schedule off-peak (e.g., nights/weekends) to optimize performance for large datasets.
✅ Review configurations quarterly when facilities, scopes, or categories change.
✅ Test with Run Now before activating a new recurring automation.
✅ Keep contacts current so distribution never fails at run time.
✅ Version your reports via clear naming (e.g., FY2025_Q3_Emission_Summary).

10) Troubleshooting Tips

  • Report fails to generate: Check facility selection, scopes, and period against available calculated results.

  • Email delivery fails: Verify recipient addresses in Contact Management and mail server allow-listing.

  • No data in report: Confirm Results are Confirmed for the chosen period and facilities.

  • Unexpected numbers: Ensure Calculation Settings (base year, EF updates, uncertainty) haven’t recently changed.