Describe the workflow you want in plain language, then review the automation’s settings before testing or going live. Start with one action, such as creating a task when a new lead reaches a stage.
This guide uses Generate with AI inside Aptly. It populates the triggers and actions for one automation at a time. It does not save automatically: review the result and click Save to keep the automation. Using an external AI assistant through the Core API is a separate route, linked below.
Before You Begin
- A Premium subscription is required to use Generate with AI inside Aptly.
- Open the board where the automation should run. Use the exact names of its stages and fields.
- Decide what should start the automation, which cards qualify, what it should do, and when it should act. See Creating an Automation for these four parts.
- For messages, have the sending inbox, template, and intended recipients ready. Do not put passwords, API keys, or unnecessary personal details in a prompt.
- Have a dedicated test card with sample information ready.
Generate an Automation
- Open the board’s Automations window using the sparkle/wand icon in the upper-right toolbar.
- Click New Automation. Find the Generate with AI section at the top of the editor. The new editor shows Status: Draft below this section.
- Enter your workflow in the prompt box. Its helper begins “Describe the automation you want to create” and shows a welcome-email example. Include your trigger, conditions, action, and timing; use the example below as a starting point.
- Click Generate. AI populates the trigger and action settings for one automation; it does not save the automation.
- Review and edit the populated settings, then check the actual Status. Select Draft while preparing the rule. After completing the review below, click Save.
Use a Clear Prompt
A useful formula is: On this board, when this happens, for these cards, do this action at this time. Include these details and exclusions.
For the example below, replace “New Lead” with the exact new-lead stage on your board:
On this board, prepare an automation titled “Create Task: Review new lead.” When a card enters the “New Lead” stage, create one task named “Review new lead” on that card. Run it Immediately. Do not send email or SMS or change any other card fields. Keep the automation in Draft for review.
This requests a reusable automation, not a one-time task on an existing card.
Refine the Result
Compare the generated settings with your intent. Correct individual settings in the editor. If you revise your prompt, replace vague wording such as “when a lead arrives” with “when a card enters the existing New Lead stage.” Submit the complete revised request, including its action and timing, rather than relying on earlier prompt context.
Review the entire result after revising your prompt or editing the settings. If a stage, field, template, or recipient is missing, select the correct existing item rather than accepting a guessed substitute. Click Save when the configuration is ready; generation alone does not save your work.
Review and Save
- Title and scope: confirm the board and a descriptive title, such as Create Task: Review new lead.
- Trigger and conditions: check On Stage Change and the intended stage. For Custom Condition, review each condition and use View to inspect matching cards.
- Actions: confirm Create Task and the task name. Remove unintended actions. For messages, check inboxes, templates, recipients, and CC addresses.
- Timing: check When and Only fire if office is open. Immediately still uses the automation queue.
- Status: select Draft while preparing the rule, then click Save. Reopen it to verify the saved settings. A row’s Publish control activates an automation; it is not a routine save button.
AI-generated settings still need human review. Check whether another automation could create duplicate work or react to the same changes.
Test and Go Live
- Open Test Mode Settings and review the test cards and message destinations. Use sample data and destinations you control.
- Follow Using Test Mode for Automations to save the automation in Test Mode, run a test, and inspect the result. For this example, confirm that the intended Review new lead task appears.
- Correct unexpected results before proceeding. Testing can create tasks or change data; do not assume every external effect is blocked.
- When ready, set Status: Live and click Save. Check the first live result and the automation’s three-dot menu → Logs.
If something is wrong, return the rule to Draft, save, and investigate. This does not undo changes already made.
Create Automations from an External AI Tool
To ask ChatGPT, Claude, or another API-capable assistant to build your workflow, see Creating Automations with Aptly’s APIs. That separate guide covers secure API setup, creating boards, fields and stages, and reviewing paused automations before activation. It does not use the Generate with AI button described here.
Troubleshooting
- Generate with AI is unavailable: check that your subscription includes Premium.
- Wrong result: name the exact trigger, stage, action, and timing; then review every generated setting.
- Missing automation: confirm you clicked Save; Generate alone does not save the rule. Then check the board, All status tab, folders, search, and filters before creating another copy.
- Unsupported or incomplete setup: finish supported settings in the editor. Do not assume AI supports every editor option.