PLEASE NOTE - Automations is a Pro Feature not included in all subscription levels. You may need to upgrade to include automations on your account.
This video provides a comprehensive guide on setting up and managing automations to streamline your workflow. You will learn how to create triggers, define conditions, and set up automated actions.
What are automations and how do they work?
Automations allow you to streamline your repetitive tasks by setting up a system where a specific event triggers a predefined action. You can think of it as an 'If This, Then That' logic that runs in the background of your workspace. When you set these up, you reduce manual data entry and ensure that your processes remain consistent across your entire team.
💡 Action Steps
Navigate to the Automations tab
Click on the Create New Automation button
How do I choose a trigger for my automation?
The first step in any automation is selecting the trigger. You'll want to click on the 'Select Trigger' dropdown menu to see your options. This is the 'When' part of the equation—for example, when a status changes, when a new record is created, or when a specific date is reached. Once you select the trigger that fits your needs, you can move on to defining the specifics of that event.
💡 Action Steps
Click the Select Trigger dropdown menu
Choose a trigger event like Status Changes or Record Created
How can I add conditions to filter triggers?
Sometimes you don't want an automation to run every single time a trigger occurs. To fix this, you add conditions. Click on 'Add Condition' to specify that the automation should only proceed if certain criteria are met. For instance, you might only want an email to send if the priority is set to 'High' or if the 'Value' field is greater than a specific amount. You can add multiple conditions to make your automation as granular as possible.
💡 Action Steps
Click Add Condition
Select the Field to check
Choose the operator and the value for the condition
How do I set up the action that the automation performs?
Once your trigger and conditions are set, you need to decide what the system should actually do. Click on 'Add Action' to open the list of available responses. You can choose to move a record to another folder, change a field value, or even send a notification to a specific team member. This is where the actual work gets offloaded from your plate and onto the system.
💡 Action Steps
Click Add Action
Select an action type such as Change Status or Move Record
Fill in the required fields for that specific action
How do I customize notification messages in automations?
If your action involves sending a notification or an email, you'll need to customize the message content. You can use 'Dynamic Fields' to pull information directly from the record that triggered the automation. Click the '+' icon in the message body to insert fields like the 'Project Name' or 'Due Date'. This ensures that the message is personalized and contains all the relevant information the recipient needs.
💡 Action Steps
Click inside the message body field
Use the plus icon or curly brackets to insert Dynamic Fields
Type the static text for the rest of your message
How do I name and save my automation?
Before you finish, it's very important to give your automation a clear, descriptive name so you can find it later. Go to the top of the automation builder and click on the title field to rename it from 'Untitled' to something like 'Notify Manager on High Priority'. Once you are happy with the name and the configuration, click the 'Save' button in the top right corner to store your settings.
💡 Action Steps
Click the Title field at the top
Enter a descriptive name
Click the Save button
How do I turn automations on or off?
Saving an automation doesn't always mean it's currently running. You'll see a toggle switch next to each automation in your list. Click the toggle to switch it to 'Active' to start the automation. If you ever need to pause it for maintenance or because your workflow has changed, you can simply click the toggle again to turn it to 'Inactive'.
💡 Action Steps
Locate the automation in the list view
Click the status toggle to change it from Off to On
How can I edit an existing automation?
If you find that your automation needs a tweak, you can jump back in at any time. Simply click on the name of the automation from your list to open the editor. You can change the trigger, add or remove conditions, or update the action details. Just remember that you must click 'Save' again for those changes to take effect on the active automation.
💡 Action Steps
Click the name of the automation in the dashboard
Make the necessary changes to triggers, conditions, or actions
Click Save to apply changes
How do I duplicate an automation to save time?
If you need an automation that is very similar to one you've already built, don't start from scratch. Click the three dots (More Actions) next to the automation and select 'Duplicate'. This creates an exact copy that you can then open and modify. This is a great way to quickly set up similar workflows for different departments or teams.
💡 Action Steps
Click the three dots icon next to the automation
Select the Duplicate option
How do I check the activity history of an automation?
If you're wondering if an automation is working correctly, you should check the activity log. Click on the 'History' tab within the automation settings. Here you can see every time the automation was triggered, whether it was successful, or if it failed due to an error. This is your primary tool for troubleshooting and making sure everything is running as expected.
💡 Action Steps
Click the History tab
Review the log of successful and failed executions