Automations are a way to streamline parts of a process. Using specific parameters, Aptly can send Email and SMS for you, create and assign tasks to users, notify users, and much more.
Create a New Automation
Before creating a new Automation, navigate to the respective board that the Automation will be associated with.
- Click on Automations in the Board Settings menu on the left.
- Click + New Automation.
- Enter a descriptive title. We like to include the action + condition in the title.
For example: Email: New Lead Confirmation Auto Responder
- Assign the Automation to a folder. Folders help you organize your automations. Some users organize by action; others organize them by stage. Note: folders are not connected to stages.
- Set up the trigger and its conditions. Choose from five different triggers.
- Select the trigger frequency. Only run once will only trigger the Automation upon the first reply, while Run on every reply will trigger the Automation every time you receive an email reply.
- Define the stage(s) the card is present at time of reply that should qualify for the trigger. To apply to all stages, select Any stage.
- Select the senders (contact types) whose emails trigger the automation.
- Define what will happen if the card happens to be archived. You may either ignore replies sent to archived cards or reopen the card.
- Select the field(s) that will cause the automation to fire.
- Each field will have its own set of criteria depending on the field type. Set the parameters according to your requirements.
- Conditions can be stacked using an AND operator by selecting the + And condition button.
- Remove any conditions by clicking the three vertical dots on the condition.
- Aptly will calculate which existing cards match your defined criteria. Click the View button to preview the matching cards.
Trigger
Condition
On Stage Change
When a card enters into a selected stage
Select a stage.
On Reply
When an email address associated with a card receives an inbound message. The originating email must have created the card or be sent from the card.
Custom Condition
When a card field meets your selected conditions and their corresponding criteria
Take caution that you are not defining custom conditions that may result in an unwanted loop.
Field Group Completion
When all fields within a specific group are completed
Select the field group that should trigger the automation when all fields are completed.
Task Completion
When a task(s) has been marked complete
Select a task template that the task(s) is saved to. You can select any tasks within the template. If more than one is selected, all selected tasks must be marked as complete.
- Select the Action that you want the automation to complete for you. You can add additional actions that you want to fire when meeting the conditions set in the trigger.
Actions
After a trigger has been activated, there are various actions that can take place. Refer to the following table to understand each action type.
Action | Description |
Archive Card
Archive Card & Conversations | Typically used when a card enters a closed stage, you can have the card archived immediately or after a certain amount of time. Additionally, you can set the card to update if it's unqualified. This is usually used for lost leads.
Choosing Archive Card & Conversations will move the card and any attached conversations to archived. |
Change Stage | Aptly can move a card to a different stage when conditions for the trigger are met. |
Create Follow-up | This will create a task on the dashboard for the assignee. It will include the type of follow-up and set a due date. |
Create Task | Add tasks to the card when the conditions are met. You can manually add 1 or more tasks or use a task template (recommended for multiple tasks). |
Create PDF | Generate a PDF using a selected template to save to a specified Files field. The files field must be a multiple attachments field. |
Notify via a mention | Set up a notification to all selected users or to a whole team. You can include a message to add details to the notification. It will also be added as a comment with an @mention to the card comments along with a follow-up on the dashboard. |
POST to URL (Webhook) | Send card details to a 3rd party when conditions in the automation are met. You’ll need the webhook URL from the 3rd party source. Aptly will send card details. |
Send Email | Send an email to a specified sender using a communication template. Choose:
• When the email will be sent
• Will you honor business hours?
• Inbox that you want to send the email from
• How many emails that you'll send (multiple/separate or single) to each contact
• Communication Template
• Who is the sender? Use the Inbox name or Specify a User
• Who are you sending the email to?
◦ All Contacts on the Card
◦ The Assignee for the Card
◦ Certain Contact Types - choose all that apply to the email and that are on the card
◦ Contact Field - any contact in a specified field that has been added to the card.
◦ Specific Addresses - manually enter email addresses. Hit enter after each one.
• CC or additional recipients |
Send Text/SMS | Similar parameters for sending an SMS as sending an Email.
• When the email will be sent
• Will you honor business hours?
• Inbox that you want to send the email from
• Communication Template
• Contact Type to send the email to
• Additional recipients |
Update Assignee | You can change the assignee of the card once it is triggered. This is helpful when a process is shared in a team. Each team member is responsible for different stages. Aptly can reassign the cards automatically. |
Update Due Date | Changes the due date to a later date or updates the date on a specific field. |
Update Related Cards Stage | If there are related cards (usually on a linked board), they will be moved in tandem with the cards on the current board. |
Update Specific Fields | Select card fields that should be updated when the automation is triggered. You can choose any card fields that you have on the card including mirror fields. |
When updating a mirror field, the mirror field cannot be set to read only. Note: this will update information immediately on the source card. If 2 way sync is enabled for your Property Management Software (PMS), the update in the PMS will occur in real time.
- Select the Timing. When do you want the automation to fire?
Timing
Option | Description |
Immediately | Automation will fire as soon as it meets the conditions and is first in the queue. |
Specific Day of the Week | Fires whenever the day of the week is selected and after a certain time of the day. For example, every Monday after 8am. |
Specific Day of the Month | Select the date of the month when you want the automation to fire. For example, on the 1st of every month, send a rent reminder to any leases with a balance. |
Specific Days of the Month | Select a range of dates when you want the automation to fire. For example, from the 1st to the 5th, send a reminder email to any leases who haven’t paid their balance. |
Certain Days of the Week | Select multiple days of the week when you want an automation to fire. For example, create a task every Monday, Wednesday, and Friday to check the status of a work order. |
After | Fire an automation after a set number of minutes, hours, days, months. For example, notify the property manager after 5 days if their card remains in one stage. |
- Click Save.
Activate Automations
Once your automation has been saved, it will be set to paused.
To activate:
- Open the automation by clicking on it and toggle ENABLED to the ON position. The toggle will turn green to indicate an active automation. Click Save at the bottom.
- Navigate to your Automation within the folders and toggle it ON.
