The first step for setting up a new automation is accessing the 'Automations' section in your company dashboard.
After you click on it, a new page will open where you'll have two options: choose from the automations you've already set up or click on 'Add new automation' to create a new automation.
Once you click on 'Add new automation', you'll see the following screen:
You can see that it's divided in two columns. On the left, you'll choose the event and, on the right, the action. The event is what happens to trigger the action (the automated response to the event).
These are the events you can choose from:
- When a card is created: Triggers the automation when a new card is created in a specific pipe;
- When a card is moved: Triggers the automation when a card is moved to a specific phase of a specific pipe;
- When a field is updated: Triggers the automation when a field is filled or the value in it is modified;
- When all connected cards are moved to a phase: Triggers the automation when all connected cards are moved to a specific phase (this event demands that you create a connection between pipes before setting it up);
- Recurring activity*: Triggers the automation every hour, every day, every week or every month (at defined times/days);
- When an alert is triggered: Triggers the automation whenever a card becomes late, expired or overdue in a specific pipe;
- When an email is received: Triggers the automation once a card receives an email.
*. When setting up a recurring activity, the time you choose is UTC, which means that if you want cards to be created everyday 7AM your time, you need to check your time zone and add/subtract the difference from UTC.
When setting up your automation event you have the option of adding automation conditions so that your automation will only be triggered under a specific scenario. Click here to learn more about setting up automation conditions.
The automated actions can be:
- Create a new card in a pipe: A new card will be created in a specific pipe with the information from the pre-determined fields in the origin pipe;
- Create a new connected card: A new connected card will be created in a specific pipe with the information from the pre-determined fields in the origin pipe (this action demands that you create a connection between pipes before setting it up);
- Move the parent card: The parent card will be automatically moved to a specific phase (this action demands that you create a connection between pipes before setting it up);
- Update a field's value: The value in a specific field will be automatically filled/updated (this action only allows users to update fields that belong to the same pipe as the event);
- Move card: A card will be moved to a specific phase in the same pipe where the action happened.
We'll use a fairly common example to explain how to set up a new automation.
We have two pipes: sales pipeline and basic customer onboarding.
We want to create an automation so that, every time a card enters the 'won' phase of our sales pipeline, a new connected card will automatically be created in the 'basic customer onboarding' pipe, saving us the time it would take to create the card manually.
1. Connection: to make that happen, our first step was creating a connection from the sales pipeline to the onboarding pipe. Without the connection, our automation wouldn't work at all.
2. Event: Then, we've followed the steps to get to the new automation screen. The event we've selected is 'when a card is moved', in pipe 'sales pipeline' to phase 'won'.
We didn't add any conditions because, in this case, they weren't necessary.
3. Action: The action we selected was 'create a new connected card' in pipe 'basic customer onboarding'. After we select the pipe, we need to match the fields in the origin pipe (sales pipeline) to the ones in the start form of our destination pipe (basic customer onboarding). It's very important that we pay close attention to some details:
- We can only match fields of the same type - keep that in mind when creating the fields in your destination pipe;
- You can choose from all the fields in the origin pipe, but you can only add them to the fields in the start form of the destination pipe;
- Make sure that all the fields that are mandatory in the destination pipe's form are also mandatory in the origin pipe. If by any chance they aren't filled when the event happens, the automation won't be triggered;
- Multiple choice fields (select, radio and radio), as well as label and assignee must have the exact same options in both pipes for the automation to work.
You can choose to use dynamic values, by matching the fields to fields in the origin pipe, or set fixed values (choosing from the options in the field, when available, or inserting text/number values manually).
Once you're done matching the fields, hit 'create automation' and that's it, your automation is up and running!
Whenever your pipes are modified (eg. new phases are added, phases are moved, fields are added/deleted, etc.) that may cause your automation rules to malfunction.
We strongly recommend that you run tests in your automation after every modification in your pipe's structure to make sure that your workflow is still running smoothly.
- Automation conditions
- How to set up automation conditions
- [Webinar] Advanced Features: Automation
- [Webinar] Advanced Uses: Approval Flows