Use a multi-action automation when several actions should use the same trigger and conditions. For example, when a new lead enters a stage, create a review task and notify the teammate responsible for it.
Before You Begin
- Start with a clear outcome and one tested action. See Creating an Automation if this is your first automation.
- Confirm that every action belongs under the same trigger and conditions. If an action needs different qualifying conditions, plan a separate automation.
- Check whether an action changes a field or stage that another automation uses. Review message recipients and linked records before testing.
How Multi-Action Automations Work
A multi-action automation groups more than one action in the same rule. The trigger and conditions determine which cards qualify; all actions use the automation’s shared When and Only fire if office is open settings. Use separate automations when actions need different timing.
Grouping actions does not by itself establish a dependency between them. If one action must finish successfully before another can proceed, confirm that workflow with Aptly support rather than relying on the order shown in the editor.
How to Build Multi-Action Automations
Follow these steps in the current automation editor.
- Open the board’s Automations window using the sparkle/wand icon in its upper-right toolbar.
- Click New Automation, or open an existing automation’s three-dot menu → Edit. Check its Status before changing it.
- Enter a descriptive title and choose a folder. Keep a new automation in Draft while you build it.
- Choose the trigger and complete its conditions.
- Configure the first Action, including its required fields, task details, or message settings.
- Use the + control in the action area to add another action and complete its details. Add only the actions needed for this workflow.
- Review the shared When and Only fire if office is open settings. Check all actions, recipients, and field or stage changes before saving.
- Keep Status: Draft and click Save. Reopen the automation to confirm the saved settings.
Continuing example: extend Create Task: Review new lead by adding Notify via a mention for the teammate who should review it. Keep the original stage condition and the task name Review new lead. Update the automation title so that it describes both actions.
If one action fails, the other actions still run and the automation is logged as incomplete. Open the automation’s three-dot menu → Logs and check the card’s actual result. Before retrying, identify which actions already succeeded so that you do not unintentionally repeat tasks, messages, or updates.
Multi-Action Automation Examples
Use these as starting points, then choose the trigger, conditions, timing, and recipients for your board:
- Create a task to review a new lead and notify the reviewer.
- Send separate email templates to an owner and a tenant, and create a task to call the tenant.
- Update a card field and notify a teammate of the change.
A follow-up that should run only if no reply arrives needs its own qualifying logic. Adding an action to the same automation does not add a separate condition to that action.
Test Every Action Before Going Live
- Review Test Mode Settings and use a dedicated test card with sample data and destinations you control. See Using Test Mode for Automations.
- Set the automation to Test Mode and save when it is ready for testing. Review actions that send data or change linked records before running a test.
- Check each action’s result, not just the overall run: the task details, mention, messages, and any field or stage changes.
- Correct unexpected results and test again as needed. A successful action does not prove that every action succeeded.
- When all results match your intent, set Status: Live and click Save. Check the first live result and Logs.
If the live result is unexpected, return the automation to Draft, save, and investigate before retrying. Saving and activating are different decisions; Publish is not a routine save control.