How to Set Up a Task Automation Feature in FlutterFlow

Create an automation_rules collection with fields: name (String), triggerEvent (String: order_created, user_signup, task_overdue, payment_received), conditions (Array of Maps, each containing field, operator, and value), actions (Array of Maps, each containing type and config), isActive (Boolean), createdBy (String), createdAt (Timestamp). Create an automation_runs collection with fields: ruleId (String), ruleName (String), triggerEvent (String), triggeredBy (String, the document ID that triggered it), result (String: success or error), errorMessage (String, nullable), executedAt (Timestamp). Index automation_rules on triggerEvent + isActive for efficient lookups.

Create an AutomationRulesPage accessible only to admin users. Add a Button labeled 'Create Rule' that opens a BottomSheet with the rule builder form. The form contains: a TextField for the rule name, a DropDown for triggerEvent with options like order_created, user_signup, task_overdue, and payment_received. Below, add a 'Conditions' section with a ListView of condition rows. Each row has three DropDowns: field (status, amount, category), operator (equals, greater_than, less_than, contains), and a TextField for value. Add a plus IconButton to add more condition rows using Page State list. Below conditions, add an 'Actions' section with a DropDown for action type (send_email, create_task, update_field, send_notification) and a config TextField for action details. Add a Save button that creates the automation_rules document.

Create a Cloud Function triggered by Firestore document writes on your event-producing collections (orders, tasks, users). When triggered, the function determines the trigger event type based on which collection changed and what changed. It queries automation_rules where triggerEvent matches and isActive is true. For each matching rule, it evaluates all conditions against the triggering document data. If all conditions pass, it executes the configured actions: send_email calls a SendGrid or Firebase Extension email function, create_task writes a new document to a tasks collection, update_field modifies a specified field on the triggering document, and send_notification creates a notification document. After execution, write an automation_runs document logging the result.

On the AutomationRulesPage, add a ListView with a Backend Query on automation_rules ordered by createdAt descending. Each row displays the rule name, trigger event as a colored badge, a summary of conditions and actions count, and a Switch widget bound to isActive. Toggling the Switch updates the isActive field on the rule document immediately. Add an edit IconButton that opens the rule in the BottomSheet for modification. Add a delete IconButton with a confirmation dialog. Color-code the trigger event badges: green for order_created, blue for user_signup, orange for task_overdue, purple for payment_received.

Create an AutomationLogPage or a tab on the rules page. Add a ListView with a Backend Query on automation_runs ordered by executedAt descending. Each row shows the ruleName, triggerEvent, triggeredBy document ID, result as a colored badge (green for success, red for error), and the executedAt timestamp. If result is error, show the errorMessage in red text below the row. Add filter DropDowns at the top for filtering by ruleId and by result (success or error). Add a summary Row showing total runs today, success count, and error count. This log helps admins verify automations are firing correctly and diagnose failures.