Features
Automations
Configure event driven and scheduled workflow automations.
Multi-step workflows that execute automatically based on triggers. Available on Pro plans and above.
Scope
Automations are either pipeline-scoped or apply to the entire company. Pipeline-scoped automations apply only to items in that pipeline; automations set to the entire company apply across the whole company and are used by task triggers that fire without an item.
| Pipeline-scoped | Required for every trigger except task triggers: Item created, Item updated, Stage changed, Status changed, Scheduled, and Date field. Required for any automation that uses Change stage, Change status, Create proposal, Create invoice, or Send webhook. |
| Entire company | Available only for task triggers. Select a task trigger first, then set the pipeline to "Entire company". |
Triggers
An automation starts when a trigger fires:
| Item created | When a new item is added to the pipeline |
| Item updated | When an item's fields change |
| Stage changed | When an item moves to a specific stage. Optionally filter by from stage, to stage, or both |
| Status changed | When an item's status changes. Optionally filter by from status, to status, or both |
| Scheduled | Runs on a recurring cron schedule with a configurable timezone |
| Date field | Fires when a date field value is reached, with an optional offset in days |
| Task created | When a new task is created |
| Task updated | When a task's fields change |
| Task completed | When a task is marked complete |
| Task overdue | When a task's due date passes while the task is still open. Fires once per missed deadline. If the due date is later extended and passes again, it fires again. It does not repeat while the task stays overdue at the same due date. |
Task trigger scope
Task triggers can run on a specific pipeline or across the entire company. When a task is linked to an item, pipeline-scoped automations on that item's pipeline match alongside any that apply to the entire company. Tasks that aren't linked to an item only match automations set to the entire company.
Stage and status trigger options
- From stage/status: only fire when the item leaves this specific stage or status. Leave blank to match any.
- To stage/status: only fire when the item enters this specific stage or status. Leave blank to match any.
- You can set both, one, or neither for flexible matching.
Scheduled trigger options
Uses cron expressions for recurring schedules. Select a timezone from the available list: UTC, Europe/Berlin, Europe/London, Europe/Paris, Europe/Zurich, Europe/Vienna, America/New_York, America/Chicago, America/Denver, America/Los_Angeles, Asia/Tokyo, Asia/Shanghai, Australia/Sydney.
Date field trigger options
- Field: select any date field from your blueprint
- Offset days: fire this many days before (negative) or after (positive) the date value
Steps
Each automation is a sequence of steps executed in order:
| Action | Do something: send email, change stage, assign user, and more |
| Wait | Pause for a duration (minutes, hours, or days) |
| Wait until | Pause until conditions are met, with an optional timeout |
| Condition gate | Continue only if conditions are true. Choose to stop or skip the step on failure |
| Branch | Split into different paths based on conditions (then/else) |
Wait step
Pause execution for a set duration:
- Configure in minutes, hours, or days
- The automation resumes automatically when the duration elapses
Wait until step
Pause until one or more conditions become true:
- Set conditions using the same operators as condition gates (see below)
- Set an optional timeout in seconds (default: 24 hours). If the timeout is reached without conditions being met, the step is skipped
Condition gate
Evaluate conditions before proceeding:
- Conditions: one or more field/operator/value checks (see condition operators below)
- On fail: choose stop (end the automation) or skip (skip this step and continue)
Branch step
Split into two paths:
- Conditions: one or more field checks
- Then steps: actions to execute if all conditions match
- Else steps: actions to execute if conditions do not match
- Both paths support any action types
Actions
Available actions within automation steps:
| Change stage | Move the item to a different stage. Requires a pipeline-scoped automation. |
| Change status | Set the item's status. Requires a pipeline-scoped automation. |
| Assign user | Assign a team member |
| Create task | Create a task with a configurable title, due date, priority, type, and assignee. The task is linked to the item when item context is available. |
| Update task | Update an existing task's priority, due date, assignee, or completion. Targets the triggering task (when fired by a task event) or the most recent task created earlier in the same automation. |
| Send email | Send an email using a template. Recipient: item contact email, assigned user, or custom email address |
| Create proposal | Auto-generate a proposal from a template. Requires a pipeline-scoped automation. |
| Create invoice | Auto-generate an invoice from a template. Requires a pipeline-scoped automation. |
| Send webhook | POST item data to an external URL. Requires a pipeline-scoped automation. For task events, subscribe to the task webhook events instead. |
| Send notification | In-app notification. The recipient is the task's assignee or creator for task triggers, or the item's assignee or creator for item triggers. Title and body support the placeholders below. |
Create task action
| Title | Required. Supports the variables listed under Action variables |
| Description | Optional. Supports the same variables |
| Due | Minutes from when the action runs (default: 1440 = 24 hours) |
| Priority | None, Low, Medium, or High |
| Type | To-do, Call, Email, Meeting, or Follow-up |
| Assignee | Unassigned, the item's primary assignee, or a specific user |
Update task action
| Mark complete | Mark complete, reopen, or leave unchanged |
| Push due | Shift the due date by N minutes (negative pulls earlier) |
| Priority | Change priority, or leave unchanged |
| Reassign | Reassign to the item's primary assignee or to a specific user, or leave unchanged |
The action targets the triggering task when the automation was fired by a task event. Otherwise it targets the most recent task created by an earlier Create task step in the same automation. If no prior task exists, the step fails and is recorded in the run log.
Send notification action
| Title | Required. Supports the variables listed under Action variables |
| Body | Optional. Supports the same variables |
| Recipient | Assigned User or Creator. For task triggers the recipient is resolved from the task; for item triggers, from the item. If neither has a matching user, the notification is skipped |
Condition operators
Conditions are used in condition gates, wait-until steps, branches, and goal conditions:
| Equals | Exact match |
| Not equals | Does not match |
| Contains | Value contains the text |
| Not contains | Value does not contain the text |
| Starts with | Value begins with the text |
| Ends with | Value ends with the text |
| Is one of | Value matches any in a comma-separated list |
| Is not one of | Value does not match any in a comma-separated list |
| Greater than | Numeric comparison |
| Less than | Numeric comparison |
| Is empty | Field has no value |
| Is not empty | Field has a value |
Condition fields
Conditions can check:
- Built-in fields: name, email, phone_number, contact_type, source
- Custom fields: any field defined in the pipeline's blueprint (referenced by field name)
Email template variables
When an automation sends an email, the following variables are available in the template:
| {contact_name} | Name of the contact linked to the item |
| {contact_email} | Email of the linked contact |
| {item_title} | Item title |
| {stage_name} | Current stage |
| {status_name} | Current status |
| {assigned_to} | Assigned user |
| {company_name} | Your company name |
Action variables
The Create task and Send notification actions support the following placeholders. Create task interpolates them in the title and description; Send notification interpolates them in the title and body.
| {item_name} | Name of the item that triggered the automation, when item context is available |
| {contact_name} | Name of the contact linked to the item |
| {contact_email} | Email of the linked contact |
| {contact_phone} | Phone number of the linked contact |
| {company_name} | Your company name |
| {task_title} | Title of the triggering task (task triggers) or the task being updated |
| {task_description} | Description of the same task |
| {task_due_at} | Due date of the same task |
| {task_priority} | Priority of the same task |
| {task_type} | Type of the same task |
Automation settings
| Name | Descriptive name for the automation |
| Pipeline | Which pipeline this automation belongs to, or "Entire company" for task-only flows. Set at creation and cannot be changed. |
| Enabled | Toggle on/off without deleting |
| Re-enrollment | Allow the same item or task to trigger the automation multiple times (default: off). This does not apply to the Task overdue trigger, which fires once per missed deadline regardless of this setting. |
| Priority | Set by dragging automations to reorder. Higher priority automations execute first |
| Goal conditions | Optional success criteria using the same condition format as gates. Used to track whether the automation achieved its goal |
Automation templates
Ready-made templates to help you get started:
| Email follow up | Sends a follow-up email after a configurable delay if the item is still open |
| Stale deal reminder | Notifies the assignee when an item hasn't moved stages within a set period |
| Lead assignment | Automatically assigns new items to team members based on field values |
| Proposal follow up | Sends a reminder email after a proposal has been sent but not yet accepted |
| Stage follow-up task | Creates a follow-up task assigned to the item's primary assignee when a deal reaches a stage |
| Overdue task escalation | Notifies the assignee and raises priority when a task becomes overdue |
| Task chain | Creates the next follow-up task when a task is completed |
| New lead first touch | Creates a first-contact task when a new item is added |
| Won deal handoff | Creates an onboarding task and notifies the team when a deal reaches a stage |
| Proposal accepted to invoice | Generates an invoice when a deal's status changes |
Templates are grouped by category (Tasks, Sales, Email, and Billing). Select one when creating a new automation and customize it for your workflow, or start with a Blank Automation.
Example workflows
Follow-up email after 3 days
- Trigger: Item created
- Wait: 3 days
- Condition gate: Status is still "Open" (on fail: stop)
- Action: Send follow-up email template
Auto-assign based on source
- Trigger: Item created
- Branch: Check source field
- If "Website" → Assign to Sales Team A
- Else → Assign to Sales Manager
Stale deal reminder
- Trigger: Scheduled (daily at 9 AM, your timezone)
- Condition gate: Item hasn't moved stages in 14 days
- Action: Send notification to assignee ("Deal needs attention")
Proposal auto-generation on stage change
- Trigger: Stage changed (to "Proposal")
- Action: Create proposal from default template
- Action: Send notification to assignee ("Proposal created, review and send")
Follow-up task on new lead
- Trigger: Item created
- Action: Create task with title "Follow up with {item_name}", due in 3 days, assigned to the item's primary assignee
Escalate overdue tasks
- Trigger: Task overdue
- Action: Update task to high priority
Auto-complete a check-in task when the deal advances
- Trigger: Stage changed (to "Negotiation")
- Action: Create task with title "Negotiation check-in for {item_name}", due in 2 days
- Wait: 2 days
- Action: Update task with Mark complete set to "Mark complete"
Run history
Each automation tracks its execution history. Open an automation's summary dialog to see:
- A visual workflow diagram showing the trigger, conditions, and each step with icons
- Run history with status filter (All, Running, Waiting, Completed, Failed, Cancelled)
- Expandable run details with a step-by-step timeline showing what happened at each step
- Running or waiting instances can be cancelled at any time
Managing automations
- Go to Settings → Company Settings → Automations
- Create new automations from a template or blank
- Toggle automations on/off without deleting them
- Duplicate an automation to use as a starting point
- Reorder automations to control execution priority when multiple automations share a trigger