Learn the lingo

Each automation comprises a trigger, a condition, and one or more actions.

 Please display the explanations or meanings of these items 

To better understand triggers, conditions, and actions, let’s examine a recipe example: “If the status changes to a certain thing, then the item should be archived.”

In this scenario, the trigger is “When the status changes.” The condition is “to a specific status” (in this instance, the “No longer relevant” status label was selected), and the action is “archive the item.” 

With this automation implemented, any time an item’s Status Column is marked with the “No longer relevant” label, the item will be automatically archived!

Add an automation

When you add automation, you can either personalize your recipe or select from a set of pre-existing automation recipes (we’ll demonstrate this later!). To commence creating custom automation, click to enter the Automation Center and then opt for “Create custom automation,” as depicted below:

Customization Time 

Step 1: Choose a trigger

The initial phase in creating your automation is selecting a trigger by clicking “When this happens.” You can then pick a trigger from the dropdown list or select “More options.” A trigger could be a column from your board (such as Status, People, Date, etc.) or an action/event (like item created, periodic intervals, etc.).

In the above example, we’ve designated the trigger to be a modification in the Status Column. Next, it’s time to determine the condition for this trigger!

Step 2: Select a condition

You’ll need to choose a condition depending on the trigger you’ve selected in the first step. In this scenario, we intend to initiate an action when the Status Column named “Contract” is changed to “Signed.”

To accomplish this, we’ve clicked on the underlined fields, selected the Status Column labeled “Contract,” and then picked the “Signed” label, as illustrated below:

Now, the automation will only be set in motion if “Contract” changes to “Signed” and if the sales rep is assigned to “X”

Step 3: Set an action

Now that we’ve established the first portion of our automation (trigger + condition), it’s time to decide on an action for it! Click the gray “Then do this” field to choose an action. From there, you can pick an action from the list of options in the dropdown or by selecting “More options.”

For our automation, we opted for the “notify someone” action, as shown below:

Now, it’s time to finalize the selected action! To customize the specific action, click the underlined field(s). In our situation, we’ll customize the notification message that will be sent by using the “notify” field. Then we’ll select who will receive this automated notification by clicking on the “someone” field.