Choose On Stage Change for a one-time stage milestone. Choose Custom Condition for field-based or repeating workflows. In both cases, When and the office-hours setting control timing; the trigger alone does not define a repeat schedule.
On Stage Change Automations
An On Stage Change automation qualifies when a card first enters the selected stage. It runs only once for that card in that stage; leaving and re-entering does not make the same automation run again.
The action follows When and the automation queue. Stage entry does not mean instant execution.
Example
Create Task: Review new lead creates Review new lead the first time a card enters your new-lead stage. An additional action could assign the card.
If the card moves to a nurturing stage and returns, this automation does not run again.
Use a condition-based workflow if the action needs to repeat.
Custom Condition Automations
The example shown uses Stage → Any in → Nurturing. Choose the stage and any additional fields required by your own workflow.
A Custom Condition automation checks selected card fields. It can run again for the same card when the conditions and timing qualify.
- Include the relevant stage and field criteria to exclude unrelated cards.
- All conditions joined by AND must be met.
- Use View to inspect matching cards.
- Review When and Only fire if office is open. A condition remaining true does not, by itself, define the repeat schedule.
Check whether actions change fields used by this or another automation. Overlapping rules can create duplicate work or loops.
When to Use Each Trigger
Use On Stage Change when
- The action should happen once for the card in the selected stage.
- You need an initial task, assignment, or other one-time milestone.
Use Custom Condition when
- The process must act on the same card again.
- Eligibility depends on stage and other card fields.
- You need a date-based or recurring workflow with appropriate timing.
Example Accounts Receivable Workflow
A configured receivables workflow may reuse one card:
- A balance appears and the card enters New or Open Balance.
- The balance is cleared, the card moves to Balance Zero, and it is archived.
- A new balance appears, so the workflow unarchives the card and returns it to New.
On Stage Change would limit a repeating step to the card's first entry into that stage.
Archive a Cleared Balance
- Trigger: Custom Condition
- Conditions: Stage is Balance Zero AND Balance is less than 0.01
- Action: Archive Card
- Timing: choose When and review the office-hours option.
Use your actual stage and field names and confirm the balance threshold fits your process. The rule can apply in later cycles when the card qualifies again.
Archiving does not configure the return path. Check separately how your workflow detects a new balance, unarchives the card, and returns it to the appropriate stage.
Troubleshoot a Rule That Only Ran Once
Check the automation's Status, conditions, When, and office-hours option. If an On Stage Change rule already ran for the card in that stage, consider whether the step needs Custom Condition instead.
Review other rules affecting the same fields, then open three-dot menu → Logs. See Managing Automations for navigation.
Change an Existing Trigger Safely
Coordinate the change with your team: putting a Live rule in Draft pauses its normal use.
- Open three-dot menu → Edit, set Status: Draft, and Save before revising the rule.
- Reopen it, choose Custom Condition, and define the stage and field criteria. Use View to check matching cards.
- Review every action, When, and Only fire if office is open. Save in Draft.
- Review Test Mode Settings and the actions, then use Test Mode with a dedicated test card. Check a qualifying case and a case that should not qualify.
- Once results are correct, select Live and Save. Check the first live result and logs.
If you use Duplicate for a separate version, check the copy's Status rather than assuming it is Draft. Keep the old version in Draft before activating the replacement so both rules do not run together. Deleting the original is not required.
Key Takeaway
On Stage Change runs once for a card in the selected stage. Custom Condition supports workflows that can repeat. Review conditions, actions, timing, and Status before going Live.