Automations handle your repetitive tasks automatically as soon as a specific event occurs. This means you no longer have to remember to manually move galleries to the archive or change their status. The system will take care of it for you, letting you focus on taking photos!
Key benefits and use cases
Time savings: The system manages statuses and organizes your galleries on its own, without any intervention from you.
Faster client service: A gallery can automatically return from the archive when a client decides to order additional shots.
Better workflow organization: Automatically moving galleries to the archive after delivering the finished photos helps keep your account perfectly tidy.
How to add a new automation step by step
The way automations work is simple: first you define a trigger (the event that causes the system to act), and then an action (what should happen automatically).
Below you will find instructions on how to set up a useful automation that will restore a gallery from the archive when a new order comes in for it.
Go to the Automation tab in the left-side menu.
Click the Add button.
Enter a name for this automation, e.g. "New order".
Select the trigger by expanding the list and clicking Client placed a new order.
Click Save to create the rule.
Go to the actions section, click the Add button, and select the option Restore gallery from archive.
Make sure to toggle the switch to Enable so your new automation is active.
Important: If you do not enable the toggle at the end of the configuration, the defined actions will not be executed, even if the trigger occurs.
When a client places an order, the system will immediately pull that gallery out of the archive and move it back to the "All galleries" tab. It really is that simple!
Available triggers and actions
During configuration you will notice that not every action can be paired with every trigger. Mafelo will suggest the allowed combinations for you.
Here is the list of events that can act as a trigger:
Client placed a new order
Gallery was sent to the client
Finished photos were shared to the client
Gallery status was changed
Here is the list of available actions that can execute automatically:
Change gallery status
Restore gallery from archive
Move gallery to archive
Enable access to photo selection
Disable access to photo selection
Popular automation examples
Not sure where to start? You can combine triggers with multiple actions at once. Here are a few tried-and-tested combinations that will significantly simplify your daily work:
Job completion and cleanup: Set the trigger to Finished photos were shared to the client. Then add two actions to it: Disable access to photo selection and Move gallery to archive. With this, a single automation will block the ability to order additional shots and immediately tidy up your main gallery list.
Automatic organization by status: Set the trigger to Gallery status was changed and pair it with the action Move gallery to archive. This is an ideal solution when you manually change the gallery status to "Completed" at the end of your work.
Client return: Set the trigger to Client placed a new order and pair it with the action Restore gallery from archive. The automation will immediately remind you of the gallery that the client decided to "dig up" by ordering additional shots.
Note: The actions for enabling and disabling access to photo selection have no effect on the ability to download finished files. Your clients can download completed photos without any problem even when access to the selection stage in the gallery is disabled.
Frequently asked questions
Why is my automation not working?
For your automation to work correctly, you need to make sure that the main toggle on the configuration screen of that automation is set to the Enable position. Also check that the trigger and action have been saved correctly.
Does every trigger allow any action to be set?
When configuring in the Mafelo system, not every action is possible with every trigger. You will only see the actions that logically match the previously selected event (trigger).
Can I assign multiple actions to a single trigger?
Yes! You can assign several different actions to a single trigger. The system will execute all of them immediately when the event occurs. Simply use the Add button multiple times in the actions section.