🧭 Navigating to Automations
You can find Automations under
Settings → Automations
Here you can create new automations or edit existing ones.
🧩 Automation Structure
Each automation consists of three main sections:
Details
Criterias
Actions
These define what the automation does, when it runs, and what happens when it’s triggered.
1️⃣ Details
The Details section is where you set up the foundation of your automation.
You’ll define:
Name & Description – Clearly describe what the automation does.
Item Type – Select what item the automation is based on (Customers, Users, Tasks, Projects, or Interactions).
Run Frequency – Choose whether the automation should:
Run multiple times for the same item, or
Have a delay (in days) between possible runs.
This ensures your automation behaves as intended and avoids duplicate triggers.
2️⃣ Criterias
The Criterias section defines when your automation should trigger.
There are three main types of triggers:
🔹 When an item is updated
Triggers when an item is created or updated — either manually or via integration.
🔹 Time-based
Triggers automatically at set intervals (e.g., once per day or once every hour).
🔹 Shortcut
Saved as a shortcut that can be used in other automations or as multi-select actions in lists (e.g., in Customer lists).
After selecting your trigger type, you can refine it with additional criteria options:
Value was changed – Trigger when a specific field changes.
Matches a filter – Run the automation if the item matches a defined filter.
Matched a filter before the update – Run if the item matched a filter before being updated.
Type of update – Choose between triggering on “create” and/or “update”.
Team member – Limit which team members can trigger the automation.
Date criteria – Restrict triggers to certain days, months, or times of day.
These options help you create precise and reliable automations.
3️⃣ Actions
Actions define what happens when the automation is triggered.
You can add multiple actions and they’ll execute in the order they’re listed.
General Actions
Internal notification – Notify team members when an automation runs.
Webhook – Send data to an external system via webhook.
Wait – Add a delay before the next action.
Item-Specific Actions
Depending on the item type (Customer, User, Task, etc.), you’ll see relevant actions such as:
Update
Delete
Create comment
Create task
Run shortcut
You can also target related items, for example:
If the automation is based on a Customer, you can update a related Task, Project, or User.
🚀 Activating Your Automation
When you’re ready, scroll down to the Ready to activate? section.
You can choose to:
Run as test – The automation will detect triggers but won’t execute any actions.
Run for real – The automation is fully live and will perform its configured actions.
Once ready, click Activate New Automation to start.
💡 Common Automation Use Cases
Here are some common examples to inspire your setup:
🗓 Save Dates for Changes
When Active = No, save today’s date in “Became Inactive Date”.
When Status = Churn, save today’s date in “Churn Date”.
📋 Copy Values
When Status = Churn, copy the ARR value to “Churned ARR”.
✅ Create Task When Triggered
When ARR value increases, create a task.
When Last seen > 60 days, create a task to review.
When a stakeholder user is set to inactive via API, create a task to investigate.
🧱 Create Project
When Status = Onboarding, create a project from template “Onboarding”.
When Confidence = At risk, create a project from template “At Risk”.
✉️ Send Email
When Last seen > 30 days and Stakeholder = true, send an email from a template.
🧹 Delete or Deactivate Users
When Name = “Unknown usage” and Last seen > 30 days, delete the user.
When Last seen > 120 days, set Active = false.
🔄 Update Fields or Status
When Project “Onboarding” is completed, update Customer Status to “Success Plan”.
When Renewal date < today, update Status to “Churn”.
When Pricing Plan = X and products are missing, add products [A, B, C].
✅ Best Practices
Start in test mode before running live.
Use descriptive names and clear descriptions.
Review automations regularly to avoid overlap or conflicts.
Document your automations internally for transparency.
🖼 Example: Setup View
Here’s what the setup screen looks like when creating a new automation:
(Insert screenshot here — e.g., “Setup automation” screen you shared.)