Use Hiro to find Aptly how-to guidance, search contacts and related work, understand a board’s configuration, or investigate an issue. A clear request helps you check that the answer covers the right records, settings, and time period.
Before you begin
- Open the correct Aptly organization and the board or task area you want to investigate.
- Decide which records to include. For board questions, note the active filters and whether archived records belong in the answer.
- Know what you need back: a short list, a particular field, or an explanation.
Ask a question
- Open Hiro and select Chats.
- Name the area of work. For example, ask “Which boards can you find?” or identify a board by name.
- Add the scope. For a task search, try “Find overdue tasks assigned to me. Include each task’s title, due date, and assignee.”
- Read the answer for omissions or qualifications. If Hiro says a field is unavailable or only part of a list was inspected, keep that limit with the result.
- Open the returned record or locate it in Aptly and compare the relevant fields.
- Ask a narrower follow-up if needed, such as “Which of those tasks are due this week?”
Ask how to use Aptly
Ask a practical question about the feature or setting you need. For example: “How do I add a field to an Aptly board? Show me the relevant help article.”
- Name the feature and the outcome you want.
- Read Hiro’s explanation and open the Knowledge or help sources it provides.
- Compare the instructions with the controls available in your account.
Asking how to perform a step does not itself create or change a field.
Search contacts and related work
Start with an exact identifier, then ask for the context you need. Names alone can match more than one person.
- Give Hiro the contact’s name and email address or another identifying detail.
- Check that the returned contact is the person you intended.
- Ask for a focused summary of relevant conversations, tasks, or connected board information. Include the topic or time period you care about.
- Open the returned sources and verify the details before following up.
For example: “Find [contact name] using [email address]. Summarize the recent leasing conversation and outstanding follow-up tasks, with links to the records you used.”
If Hiro reports no match, check the identifier and organization before creating a new contact. A no-match answer does not establish that no record exists.
Understand a board’s structure and process
Ask about the current configuration when you need to know how a board is set up. The board’s schema means its field definitions, stage options, and other configuration.
Useful questions include:
- “List only the exact available Stage options for [board name].”
- “Which fields are configured on this board, and what is each field used for?”
- “Explain this board’s current automation triggers, conditions, and actions.”
- “Separate what you can see in current settings from what the linked process guide recommends.”
A written process guide can explain intended behavior, but it does not prove that every step has an active automation. Ask Hiro to distinguish documentation from the settings and records it inspected.
Research a board issue without changing it
Use Hiro to investigate a specific symptom before asking for a repair.
- Name the board and describe what you expected and what happened instead.
- Ask for a read-only review: “Summarize what is going wrong with this board. Review its configuration and diagnostics, and report findings without making changes.”
- Ask Hiro to identify the setting or record behind each finding, explain what it could affect, and state what remains uncertain.
- Check the relevant field, stage, or automation in Aptly. Compare the same scope and filters.
- Decide whether a change is warranted. Ask for a separate proposal only after the issue is understood.
For example: “Why are these leads not being assigned? Inspect the applicable assignment rules and tell me which trigger or condition may be excluding them. Do not change the rules.”
Treat diagnostic warnings as leads to investigate. A discrepancy in underlying metadata does not by itself prove that the visible board behavior is broken. Hiro’s review may be partial, and a suggested explanation may need confirmation.
When you are ready to change the configuration, see Create and update boards with Hiro. That workflow keeps the investigation separate from reviewing and applying a change.
Check a board answer
Before using a board summary to make a decision:
- Open the same board in Aptly.
- Match the filters, date range, and archived-record scope used for the question.
- Compare the listed stages and counts with the board.
- Add any subtotals and check that they match the stated total.
- If they disagree, use the source records to investigate and Troubleshoot Hiro and prepare a support request.
For configuration questions, ask Hiro to state how much it inspected: “Explain the fields you can see on this board, and tell me if the list is incomplete.”
What to expect
Hiro may return record names, dates, assignees, and card preview links. Use them to reach the source faster. When an answer is incomplete, a narrower question may be more useful than a broad request to audit everything.
Important limits
- Verify counts and check that subtotals match the stated total before relying on an answer.
- Do not infer that a task is unlinked just because a linked-card field is absent from the answer.
- Ask whether a field list is complete. A partial response is not a complete configuration audit.
- Do not infer that an empty answer proves there are no matching records. Check your wording, filters, and source view.