Set up an automation action

Define what the automation must do in your process.

Graziela Sabatini avatar
Written by Graziela Sabatini
Updated over a week ago

Estimated reading time: 4 minutes

Every time an event happens in your process, it will trigger an automation action.

Example: every time a card enters a phase → send an email template to an assignee (automation action).

You can trigger the following automations:

  • Create a card or record

  • Create a connected card or record

  • Move card

  • Send an email template

  • Move the parent card

  • Update field

  • Update a card or record field

  • Distribute assignments (BETA)

Create a card or record

Match the fields from a pipe to fields from another pipe (or from a database record) and update them simultaneously.

This way, every time a field is updated in a card, another card or record will be created with the same intakes.

It's especially useful for teams that need to update the same information across multiple processes. It cuts out the manual work and avoids duplicated data.

👉 Example: use fields from a Recruitment Process to create employee records and automatically update information in both.

Create a connected card or record

This automation works similarly. In this case, there must be an active connection between the cards and databases.

This way, it's possible to create a card that is connected to another card, in different pipes. Or, between a pipe and a connected database.

👉 Example: in a Purchase Process, every time a purchase order is paid (moved to the "Paid" phase), create a record in the Expenses database.

Move card

Automatically move a card to a phase depending on previous events.

This automation is great for eliminating manual work, such as checking if the fields in the card are updated before moving it to another phase. And, it streamlines the information flow, such as approvals, screenings, and others.

👉 Example: in a Sales CRM process, if a lead is marked as qualified, it will move from phase Prospect to Discovery.

Send an email template

As you create an email template, you can automatically send it from a card whenever a field is updated, if it's moved to another phase, or when an alert is triggered (among other options).

Automating email templates help you streamline your communication with stakeholders or team members. All without the need to handle many email inboxes or to write the same thing multiple times.

👉 Example: in a Customer Support helpdesk, every time a ticket is solved, an email confirming the resolution is submitted to the customer that requested support.

Move the parent card

A parent card contains other cards connected to it (called the child cards). In this automation, every time a child card moves to a phase (either in the same pipe or in another pipe), the parent card also moves with it.

It's great for teams that work with the same information across different processes.

👉 Example: cards in Purchase Process and Expense Reimbursement pipes are connected. They share the same information: product's cost and payment information.

A parent card in the Expense pipe represents an expense, and it shares the same information with a card in the Purchase pipe.

Every time a card with the purchase order is paid (moved to phase "Done"), it becomes an expense ready for approval (the parent card is moved to the "Approval" phase).

Update field

Automatically update one or more fields in a phase with the information you specify. For instance, every time a card enters phase 1, update the assignee field with a specific team member.

It's useful in processes with predefined business rules (such as approval flows) and that require constant updates.

👉 Example: in a Customer Onboarding process, every time a customer (card) is ready for implementation (phase), update the field assignee with Nex Nix.

Update a card or record field

Update fields on cards or database records automatically with the exact information you want. For example, whenever a card is moved to phase X, update the assignee field of the same phase with a specific team member.

Another possibility is to update a database record according to the actions that happen on the card or in the phase. For example, in a Sales Funnel process, if a lead becomes a customer, the information in the database is automatically updated.

Such automations are valuable for processes with well-defined business rules, such as approval flows, that require constant updates.

👉 Example: in a Customer Onboarding process, every time a customer (card) is ready for implementation (phase), update the field assignee with Nex Nix.

Distribute assignments (BETA)

Evenly or randomly distribute the demands from your process to your team members. For example, always that a card is created, assign the card to a different person from your team, following a rotating sequence (also known as Round Robin distribution). You can choose among all pipe members which ones will participate in the rotation and the distribution strategy.

It is especially useful for pipes with a high volume of cards, with 2 or more people working on those cards, assuring the best efficiency possible for your process.

👉Example: on a IT tickets pipe, always that a new ticket gets on the 'Backlog' phase, distribute them evenly among the IT analysts available by filling in the 'Responsible for this ticket' field.

💡 Read more about how automations affect pricing.

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