Use a date-based Custom Condition to qualify cards on the same month and day each year. This example sends an annual maintenance reminder using a Management Start Date. The date condition determines which cards qualify; the action and When setting determine what happens and when.
Set Up the Board
Choose the Portfolios board or a dedicated communications board. Before creating the automation:
- Confirm that the relevant cards have an available date field, such as Management Start Date, with the correct values.
- Confirm that the intended owner or resident contacts are available on those cards.
- Prepare the sending inbox and communication template.
- Have a dedicated test card with sample data and test destinations you control.
Use an existing date field where possible. If you need a new field, create it in the appropriate source and confirm it is available on the Aptly board. For a property-management-system field, verify the field mapping before relying on it.
See Creating an Automation if this is your first rule.
Set Up the Annual Condition
- Open the board's Automations window and click New Automation.
- Keep Status: Draft and enter a descriptive title, such as Send Email: Annual maintenance reminder.
- Select Custom Condition and choose the date field.
- Choose Specific period of the year. Under Period Type, select Same month + day as today (ignore year).
The screenshot uses the demo board’s Due Date field. For the annual maintenance example, select Management Start Date instead.
For example, a Management Start Date of July 3, 2024 matches on July 3 each year because the condition ignores the year. The card must also meet any other conditions. The action follows the configured timing and automation queue; this is not a guarantee of an exact send time.
Add the relevant stage and other criteria with + And condition so unrelated cards are excluded. All conditions joined by AND must be met. Use View to inspect matching cards before going Live.
Configure the Action and Timing
- Choose Send Email and configure the sending inbox, sender, template, recipients, and any CC addresses.
- Select When and review Only fire if office is open. A delay or restricted sending day can affect when the qualifying action runs.
- Keep Status: Draft and click Save. Reopen the rule to check the saved values.
For message settings, see How to Create an Email Automation.
Test and Go Live
Review Test Mode Settings and every action before testing. Use sample date values on a dedicated test card to check both a matching month/day and a nonmatching date. Check the other conditions, rendered message, and test recipient too.
Follow Using Test Mode for Automations. When the result is correct, set Status to Live and click Save. Check the first live result and the automation's Logs. If the outcome is unexpected, return the rule to Draft, save, and review it before retrying.