In Aptly, you can view how any card was created directly from the card itself. This is helpful when you need to:
- Confirm whether a card was synced from your PMS
- Determine if it was created by automation
- Identify whether it came from email, phone, AI, or a form
- Troubleshoot unexpected card creation
This article walks through how to check a card’s source across different board types.
Step 1: Check the Card Details (All Boards)
On any board:
- Open the card.
- Scroll to the very bottom.
You will see the following details:
- Created At (date and time)
- Created By - Source
- Last Updated
- Last Stage Change
This section tells you how the card originated.
Location-Based Cards (Portfolios, Buildings, Units, Leases, Vendors)
When first integrating Aptly with your property management software (PMS), most location-based cards are created during the initial sync.
In this case, you’ll see:
Created By: Sync
As you begin creating objects directly in Aptly (locations, portfolios, properties, units, leases, vendors), you may see a different creator listed.
Aptly supports integrations such as:
- Rentvine
- Propertyware
- RentManager
- Buildium
- Yardi
How to Confirm if a Card Is Synced
If you’re unsure whether a card is synced:
Option 1: Check the PMS Icon at the Top of the Card
At the top of the card, click your property management software icon.
If you see View in PMS, the card is synced and linked to your PMS.
Option 2: Check Integration Info
- Click the three dots in the upper-right corner of the card.
- Select Integration Info.
If integrated, you’ll see:
- The name of the PMS
- The integration title
- A Remote ID (the ID from your PMS)
If a Remote ID is present, the card is integrated.
Process Boards (Automation-Created Cards)
Many process boards (such as Lease Renewals or Accounts Receivable) create cards automatically from a related location or lease.
These cards are typically created through automation rules.
How to Identify Automation-Created Cards
In Kanban View:
On each card, look in the upper-right corner for a lightning bolt icon with an “A.”
- Hover over it to see that the card was created by automation.
- Click it to view repeat card information.
This shows:
- The automation filter used
In the Card Details
If you open the card and scroll to the bottom, you’ll typically see:
Created By: Automation - Copy Card
This confirms the card was automatically generated from another source.
How to Trace the Automation Source
The repeat card information will show the filter used (for example, “Leases Ending in 120 Days”).
To investigate further:
- Go to Integrations 🔌
- Locate the related card creation rule
- Review the filter and source board
Checking Related Records
Under the Related section of the card, you may see connected records such as:
- Location
- Portfolio
- Building
- Unit
- Lease
- Other related cards
This helps identify the originating object.
Lead Boards (Multiple Possible Sources)
Lead boards function differently because cards may be created from various sources.
To identify the source:
- Open the card.
- Scroll to the bottom.
- Check Created By.
Here’s what different sources look like:
Manual Creation
- Created By: User’s name
Indicates a team member manually created the card.
Board Email
- Created By: Email Parser
- You will see the original email attached in the Files section.
- The initial conversation appears under Related.
Email Parser (Automation Email)
- Created By: Email
- May show as automation email depending on configuration.
- The first conversation will appear in the conversation thread.
Phone Call
- Created By: Phone
Indicates the card was generated from a logged phone call.
AI Agent
- Created By: Aptly AI Agent
Indicates the card was created automatically by an AI interaction.
Form Submission
- Created By: Aptly Form
Indicates the card originated from a form submission.
Aptly Access (Tour Requests)
If the card was created from a tour request through Aptly Access:
- Created By: Aptly Access
Owner Leads
Owner Leads follow the same logic as lead boards.
Check the bottom of the card to determine if it was created by:
- A user
- AI Agent
- Phone
- Form
- Automation
Summary
To determine how a card was created:
- Open the card.
- Scroll to the bottom to view Created By and source details.
- Check for integration links (View in PMS or Integration Info).
- Look for automation indicators (lightning bolt icon).
- Review Related records for connected objects.
Understanding card creation sources helps with troubleshooting, auditing workflows, and confirming automation or integration behavior within Aptly.