Describe the process you want to run, and Hiro helps turn it into a proposed board, automation, or change to an existing board. Review the proposal, refine it in plain language, and apply it when the details match your intent.
Before you begin
- Work in the correct Aptly organization and name the board you want to create or change.
- Make sure you have permission to manage the affected board and automations.
- Describe the desired outcome, the people involved, and the records the process will use.
- For an existing board, first ask Hiro to explain its current stages, fields, and automations. See Find information with Hiro.
Create a board from a process description
Start with the work your team needs to track. Include the board’s purpose, the stages you want, the information each card needs, and the rules that move or assign work.
For example:
Create a vendor-onboarding board with stages for New, Documents requested, Under review, Approved, and Not moving forward. Track the vendor name, service area, onboarding owner, and next review date. Propose any useful automations separately so I can review them.
Review the proposed structure before applying it. Check that the stage names and order match your process, the fields collect the right information, and each proposed automation has a clear purpose. Ask Hiro to revise anything that does not fit.
After applying the proposal, open the board and confirm the saved configuration. Test the workflow with an appropriate sample record before relying on it for day-to-day work.
Change an existing board
Name the board and describe the change rather than giving a broad instruction to “fix everything.” Hiro can inspect the board and summarize the proposed changes for your review.
Examples:
- “On our Renter Leads board, propose moving the mirror fields into a group named Property details. Keep their source mappings unchanged.”
- “Review our current assignment rules and propose a round-robin rule for new leads among the named leasing team members.”
- “Explain which fields and automations would be affected before changing this part of the process.”
Review the affected fields, groups, stages, and rules. Some system-managed fields are restricted; do not assume every visible field can be changed. If Hiro cannot make a requested change, ask what is supported rather than treating a workaround as equivalent.
Describe an automation in plain language
State what should start the automation, which records qualify, and what should happen. Include timing or assignment details when they matter.
A useful request contains:
- Trigger: The event or condition that should start the rule.
- Scope: The board, stage, records, or other conditions it should cover.
- Action: The intended result, such as an assignment change.
- Exceptions: Records or situations that should be left alone.
- Review: A request to show the proposed rule before it is applied.
For example:
On Renter Leads, propose a round-robin assignment rule for new unassigned leads among [team members]. Leave already assigned cards unchanged. Show the trigger, conditions, and assignment action before applying anything.
Check the rule Hiro proposes against the automation options supported in your account. Do not assume every automation type or combination can be created through Hiro. If the requested behavior is not supported, keep it out of the applied proposal.
Review proposed changes and select Apply
- Read the proposal and confirm the target board.
- Compare the current and proposed values where they are shown. Look for unintended field, stage, group, or automation changes.
- Check the trigger, conditions, assignments, and other actions for each proposed automation.
- Ask Hiro to revise the proposal if something is missing or incorrect.
- Select Apply when the proposal matches what you want. Follow any confirmation shown for that change.
- Open the board’s configuration and confirm what was saved. For an automation, inspect the saved rule and verify its behavior with a suitable test record.
The exact review layout can vary by change. A proposal or a message saying the work is complete is not enough to establish that the intended configuration was saved or that an automation ran correctly.
Important limits
- A board diagnosis is a starting point for investigation. Verify the finding before asking for a repair.
- Review changes to shared configuration carefully because they may affect other people’s work.
- Board automations and Hiro’s personal Scheduled tasks are different workflows. Use the board’s automation settings to verify board rules.
- If an application result is unclear, inspect the destination before retrying the same change.
- Keep a record of the prior settings when a change could affect an existing workflow. Do not assume every change has an automatic undo.