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How to create automations for recurring activities
How to create automations for recurring activities

Learn how to set up automations that fire at specific hours, days, weeks, and months based on your rules.

Ian Castelli avatar
Written by Ian Castelli
Updated over a week ago

🔐 Available for all plans

🎯 For those who want to create automations for well-built existing processes

You can set automations according to specific time periods, and set recurring automations based on hours, days, weeks, and months. This type of automation is especially useful for processes with defined time sets, including:

  • Birthday reminders. Schedule birthday reminders so people receive an automated email communication every year.

  • Deadline alerts. Automate reminders for general process activities and deadlines, so emails are sent to alert the person responsible for a card after that their deadline is approaching or past.

How to configure an automation

Learn how to set up an automation from scratch.

🔔 Attention: Before creating a recurring automation to move cards, the phase the cards are in must allow them to be moved to the destination phase. If there are any mandatory fields, they must be filled in or else they will block movement.

To get started, click on the Automate button located in the upper right corner of the pipe. Then, select Create Automation.

On the left side, choose the option A recurring activity. This is where we select the frequency (which can vary by hours, days, weeks, and months). In this example, we will choose the Every hour option.

If you choose Every day, Every week, or Every month, you can set time periods at every 30 minutes. For example, 2:00 PM, 2:30 PM, 3:00 PM, 3:30 PM, and so on.

On the right side, we have the options Create a card or record and Move the card. For this scenario, let's choose Move the card and then define the action pipe and which phase the card will be moved to.

After defining the pipe and phase, let's choose the automation scenarios. Click + Add Scenario to edit specifications. In the scenario tab, we can define the conditions for the card to be moved, choose the phase card attributes, assign responsible parties, set deadlines, and much more.

You can also specify conditional rules and customize the automation for various contexts. For this example, choose the scenario when the card is in the Inbox phase.

Here we see the list of cards that currently meet the conditions, with details for each card. (For your own custom automations, make sure they make sense for the scenario you want.

Then, click Select Action to save the automation, and then select Create Automation to save it. We recommend that you do a test to verify that the automation is working properly.

🔔 Attention: You can create scenarios for 300 cards in a batch. As the scenario hits this limit of cards, you'll need to configure it again.

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