> For the complete documentation index, see [llms.txt](https://docs.notionapps.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.notionapps.com/automation/which-automation.md). # Which automation: legacy Automate vs Workflow Foundation First page in the Automation section. Read this before you open a wizard or a catalog. ## What this is / when to use it NotionApps has **two** automation systems plus **form submit actions**. They are not interchangeable. | System | Where it lives | What it is for | When not to use it | | ------------------------ | ---------------------- | ------------------------------------------------------------------------------- | -------------------------------------- | | **Workflow Foundation** | Automation → Workflows | Multi-step routes: triggers, conditions, Notion writes, queues, messages, waits | A single “after save, go to screen” | | **Messaging Foundation** | Automation → Messaging | Channels, contracts, notifications, conversations, announcements, app links | Replacing a Work Queue | | **Approval Management** | Automation → Approvals | Human decisions with outcomes beyond a toggle | A normal status dropdown with no inbox | | **Legacy Automate** | Databases → Automate | One-shot **email / SMS / webhook** when a row changes | New apps. Prefer Foundation. | | **Form `on_submit`** | Form screen | `change_data` / `go_to_screen` / `redirect_url` | Starting a multi-step route | ``` Submit actions finish the form. Legacy Automate pings email/SMS/webhook. Foundation runs a route with a run id, a queue, and screens. ``` ## Legacy Automate **Legacy Automate** is Databases → Automate: one-shot email, SMS, or webhook when a row changes. Leave a working rule in place if you already rely on it. Do not start new apps here — use Foundation. ## Before you start Know the job in one sentence: “When X happens, a person must do Y, and Z should be notified.” If there is no person and no route, you may only need submit actions. ## Build it (choose) 1. If the job is “save, then thank-you screen” → [Form submit](https://docs.notionapps.com/screens-and-components/form-submit-redirection-and-other-submit-actions) only. 2. If the job is “email me when a row is created” and you already have a legacy Automate rule that works → you may leave it. Do not add a second Foundation route for the same ping without a reason. 3. If the job is an approval, a queue, a conversation, or a webhook intake → **Foundation**. Start at [Start From a Wizard](https://docs.notionapps.com/automation/start-from-a-wizard). 4. Add the native screen the job needs (Decision, Work Queue, Conversation, …). Those guides live under [Types of Screens](https://docs.notionapps.com/screens-and-components/types-of-screens/native-automation-and-operational-screen-guides). This section’s index is a TOC only. ## Every control (decision table) | You need | Open | | --------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | First live notify or approval in \~5 minutes | [Start From a Wizard](https://docs.notionapps.com/automation/start-from-a-wizard) | | Every trigger | [Trigger catalog](https://docs.notionapps.com/automation/advanced-reference/trigger-catalog) | | Every step | [Step catalog](https://docs.notionapps.com/automation/advanced-reference/step-catalog) | | Channels, named topics that create work or wake a Wait, publishers, announcements | [Messaging — topics that perform work](https://docs.notionapps.com/automation/messaging-and-notifications#topics-that-perform-work) | | Outcomes beyond approve/reject | [Approval workflows](https://docs.notionapps.com/automation/approval-workflows) | | HTTP in/out | [Webhook technical reference](https://docs.notionapps.com/automation/webhooks-and-integrations/webhook-technical-reference) | | Deep books | [Workflow Foundation User Guide](https://docs.notionapps.com/automation/workflow-foundation-user-guide), [Application Messaging Foundation Guide](https://docs.notionapps.com/automation/application-messaging-foundation-guide) | Current-state and extra how-to books redirect to those two deep books plus the wizard. ## What users see They see **screens** (Notification Center, Decision, Work Queue), not “Foundation.” Legacy Automate users only see the email/SMS they receive. ## Limits and plans Three entitlement families, resolved independently: Workflow, Messaging, Approvals. Messaging uses levels: draft / intra-app / inter-app / external API. See [Plans](https://docs.notionapps.com/plans-and-entitlements). Request access from Automation Home when a family is locked. ## Example A purchase request: form submit stamps Status = Submitted (`change_data`), Workflow `form_submitted` creates a Decision item, Messaging notifies the approver, the approver uses the Decision screen. Legacy Automate is not in this path. ## Fix problems | Symptom | What to do | | ----------------------------- | ------------------------------------------------------------------------------- | | Submit works, nobody notified | You only set submit actions. Add a wizard notify or a `send_notification` step. | | Two emails | Legacy Automate + Foundation both firing. Turn one off. | | Locked builder | Request access. Not a docs gap. | ## Related Next: [Start From a Wizard](https://docs.notionapps.com/automation/start-from-a-wizard). Screens: native guides under Types of Screens.