Automations handle repeatable work on a board, such as creating tasks, sending messages, updating cards, and notifying teammates. This guide explains the parts of an automation and how to choose a simple first workflow.
Start with one clear outcome and one action. Use these guides as you build, test, and maintain your automation.
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What are Automations?
An automation is a rule that tells Aptly what to do when a card qualifies. For example, Create Task: Review new lead can create a “Review new lead” task when a card first enters your new-lead stage.
The trigger and conditions decide whether the card qualifies. The action defines the work, and When controls its timing.
How to Access Automations
Open Automations from the board toolbar or from a stage:
- Board: click the Automations sparkle/wand icon in the upper-right toolbar. This is separate from the Board Settings gear. Use All, Live, Drafts, or Test, then narrow the list with search, Stage, and Action filters.
- Stage: click the stage’s sparkle icon to see automations applicable to that stage. This view does not show every automation on the board.
4 Main Parts of an Automation
Check all four parts together: trigger, conditions, action, and timing. Choosing a schedule alone does not determine which cards qualify or whether a rule can repeat.
The current editor keeps Status separate from the trigger and shared timing settings. Choose the trigger and action needed for your rule.
1. Trigger
The trigger is what Aptly watches for. In the new-lead example, the trigger is On Stage Change. A trigger starts the rule; it is not the action itself.
Aptly offers five trigger types:
Trigger | When to use it |
On Stage Change | When a card first enters a selected stage. Re-entering the same stage does not repeat this rule. |
On Reply | For an inbound email reply associated with a card. Choose whether to run once or on every reply. |
Custom Condition | When selected card fields meet your criteria. Use this for field-based or repeating workflows, with the appropriate timing. |
Field Group Completion | When every field in the selected field group is completed. |
Task Completion | When the tasks you select from a task template are all marked complete. |
For one-time versus repeating workflows, see Understanding Automation Triggers: Stage Change vs. Custom Condition.
2. Conditions & Criteria
Conditions narrow which cards qualify. Complete the settings for your chosen trigger and check that unrelated cards are excluded.
Trigger | What to check |
On Stage Change | Choose the stage the card must enter. Use the stage name that exists on your board. |
On Reply | Choose the qualifying stages and sender contact types, the reply frequency, and whether to ignore or reopen archived cards. The originating email must have created the card or been sent from it. |
Custom Condition | Choose fields and criteria. All conditions joined by AND must be met. Available criteria depend on the field type. |
Field Group Completion | Choose the field group whose fields must all be completed. |
Task Completion | Choose the task template and the tasks to check. If you select multiple tasks, all selected tasks must be complete. |
For Custom Condition, click View to preview matching cards before activation. Review whether your action changes a field used by this or another automation; avoid rules that repeatedly trigger each other.
3. Timing
Use When to control when eligible actions run. A multi-action automation has one shared When setting and Only fire if office is open option. Timing does not replace the trigger or conditions.
Timing option | What to check |
Immediately | The eligible automation runs when it reaches the front of the queue, not necessarily instantly. |
Specific Day of Week / Specific Day of Month | Choose the day and time for the action. |
Specific Days of the Month / Certain Days of Week | Choose the permitted days for the action. |
After... | Choose the delay and what starts the countdown. |
Every X Days | Review the interval together with the trigger before using it for a repeating workflow. |
For After..., check the starting point:
- Stage Changed: time since the card entered the stage.
- Conditions Met: time since all conditions were met.
- Date Field: timing relative to the date in the selected field.
Immediately uses the automation queue. Do not assume an instant result or a fixed processing time. Check the saved timing and logs before retrying an action.
4. Actions
The action is the work Aptly should do. Start with one action and check its result before adding more. For the new-lead example, choose Create Task and enter “Review new lead.”
Multiple actions can also occur based on the same conditions. You can find more details in this article: Multi-action Automations.
Action | Purpose |
Archive Card / Archive Card & Conversations | Archive the card, or the card and its attached conversations. Review timing and any unqualified-card option. |
Change Stage | Move the card to a selected stage. |
Create eSignature | Create an eSignature document using the configured action options. |
Create PDF | Generate a PDF from a selected template and save it to a multiple-attachments Files field. |
Create Task | Add one or more tasks, or use a task template. See link. |
Notify via a mention | Notify selected users or a team. The message is added to the card comments with an @mention and a dashboard follow-up. |
POST to URL (Webhook) | Send card details to a third-party webhook URL. Review the destination and data before testing. |
Send Email | Send a communication template. Check the inbox, sender, recipient selection, separate versus single email setting, and CC addresses. |
Send Text/SMS | Send a communication template by text. Check the sending inbox or phone line, recipient contact types, and additional recipients. |
Update Assignee | Change the card’s assignee when the automation qualifies. |
Update Due Date | Update the card’s due date or a selected date field. |
Update Related Cards Stage | Move related cards to the specified stage. Check the linked records that will be affected. |
Update Specific Fields | Change selected card fields. You can copy a text, long text, text-type calculation, or address field into an Address field. Writable mirror fields update the source card; review any connected PMS sync before testing. |
Build, Test, and Go Live
- Use New Automation to build a rule in Draft, then Save.
- Review every action, timing setting, and destination. Configure Test Mode Settings with a dedicated sample card and test recipients you control.
- Set Status to Test Mode and save when ready to test. Check the result on the test card and at the test destinations. Do not assume Test Mode blocks every external effect; review webhooks, linked records, and synced fields before testing.
- When the result is correct, set Status to Live and Save. Review the first live outcome and logs. If unexpected, return the rule to Draft, save, and investigate before retrying.
Saving is not the same as activating: the selected Status matters. A Publish control is for activation, not routine saving. See Using Test Mode for Automations for the testing walkthrough.
Frequently Asked Questions
How Long Does It Take for an Automation to Fire?
Check Status, the trigger and conditions, When, and the office-hours setting. Eligible automations use a queue, so Immediately does not promise instant execution. Review logs before retrying; an unnecessary retry can duplicate work.
How do I know if there is an error on an Automation?
Find the rule in the board’s Automations window, open its three-dot menu, and choose Logs. Compare the expected result with the card and available log history. If your board has a Diagnostics view, its automation counts and errors can provide additional context, as illustrated below. For more checks, see Troublesbleshooting Automations.
