Understanding Playbook & Project Automations

Last updated: July 2, 2026

If Workflows decide when a project gets created, Playbook & Project Automations decide what happens after it exists.

These automations run inside OnRamp — triggered by project activity — and can call out to other systems like your CRM or webhooks.

They are the execution layer of automation.

Where You'll See Them

Reusable automation logic is authored centrally in the Automations Library (Library → Automations) — the catalog of every automation your team has built. From there it attaches to the two places you'll work with it day to day:

1⃣ Playbooks (Library → Playbook → Automations tab)

This is where automation logic is defined for a Playbook.

You can build logic directly here, or import an existing automation from the Automations Library so the same rule stays consistent everywhere it's used.

When configured on a Playbook:

  • The automation becomes reusable

  • Every project created from that Playbook inherits it

This is the recommended place to manage a Playbook's automation logic. When the same logic is needed across many Playbooks or projects, author it once in the Automations Library and apply or import it, rather than rebuilding it each time.

2⃣ Projects (Project → Automations tab)

This is where automations execute.

Inside a project, you'll see:

  • Active automations

  • Execution history

  • Logs

  • Errors (if any occurred)

Playbooks define the rules. Projects execute them.

Tip: Automations can also travel with a Module — see Module Automations. Automations added to a module come along automatically wherever that module is used.

Important: If the Playbook Is Used in a Workflow

Here's the operational nuance most teams miss:

If you add a new automation to a Playbook and that Playbook is used in an active Workflow, you must update the Workflow. This applies whether the automation was built directly on the Playbook or imported from the Automations Library.

Why?

Because Workflow versions control how CRM record IDs are mapped into the project — and automations that update your CRM require a valid record ID.

What You Need to Do

  • Go to Workflows

  • Open the Workflow that uses the Playbook

  • Create a new version

  • Navigate to the Project Automations card

  • Map the appropriate CRM record ID for the automation

  • Publish the new version

Without this step, the automation may run — but fail due to missing record context.

Why This Matters

CRM update actions (like "Update Salesforce field" or "Update HubSpot field") require:

  • A valid CRM object reference

  • A populated record ID

If that ID isn't mapped in the Workflow version, the automation won't know which record to update.

This is one of the most common causes of write-back failures.

What Triggers Playbook / Project Automations?

Automations can trigger from activity inside the project, including:

📌 Project-Level Triggers

  • When project created

  • When project updated

  • When project completed

📦 Module-Level Triggers

  • When module completed

  • When a module is added

✅ Task-Level Triggers

  • When task completed

  • When any task completed

And optionally:

  • Only when a specific subtask answer matches a defined value

This allows conditional logic based on customer inputs.

🧠 Data Field Triggers

  • When a specific Playbook data field changes

  • When any Playbook data field changes

These are ideal for syncing structured onboarding data back to your CRM. (At the Project level these read "Project data field.")

What Actions Can They Take?

Once triggered, automations can:

🔄 Update CRM Fields

  • Update Salesforce field

  • Update HubSpot field

Common examples:

  • Onboarding Status

  • Implementation Complete

  • Go-Live Date

📎 Upload Files to Salesforce

Automatically attach files generated in OnRamp to CRM records.

➕ Add a Module

Dynamically expand project scope when certain conditions are met (available where the Add-a-module action is enabled for your organization).

Example: If SSO Type = Okta → Add "SSO Setup" module.

🌐 Call a Webhook

Trigger external systems, internal tools, or data pipelines.

📤 Send All Task Answers

Send every answer from the triggering task to an external endpoint.

📝 Update OnRamp Data

Update a data field on the Playbook, or — at the Project level — Change task data on a task in the project.

How They Actually Execute

When a trigger condition is met:

  • OnRamp evaluates the automation logic

  • If conditions match, it prepares the action

  • It sends the payload to the target system (CRM, webhook, etc.)

  • It logs the result inside the Project → Automations → Logs tab

If something fails, it's recorded with:

  • The action attempted

  • The payload sent

  • The error returned

Nothing runs invisibly.

When Should You Use Playbook Automations?

Use them when you want to:

  • Sync onboarding progress back to your CRM

  • Trigger milestone-based updates

  • Route follow-up actions conditionally

  • Extend project behavior dynamically

When the same automation is needed across multiple Playbooks or projects, build it once in the Automations Library and apply or import it wherever it's needed.

Use Workflows when you want to create projects. Use Playbook Automations when you want projects to do things.

Best Practices for Clean Automation Design

  • Trigger on meaningful lifecycle events — not every task

  • Keep conditional logic simple

  • Always map a valid CRM record ID

  • When updating a Playbook used in Workflows, publish a new Workflow version

  • Author reusable automations in the Automations Library and import them, rather than rebuilding the same logic per Playbook

  • Test with real records

  • Review logs before making sweeping changes

Automation should reduce noise, not create it.

How This Connects to Workflow Automation

Here's the full automation picture:

  • Build reusable automations in the Automations Library

  • CRM → Workflow → Project Created

  • Project Activity → Playbook Automation → CRM Updated

That's the closed loop.

  • Automations Library — build an automation once and reuse it everywhere

  • Module Automations — automations that travel with a module

  • Create Project Automations — step-by-step setup