Automations

When something happens, Studio does the steps by itself - set values, add records, send emails, SMS and WhatsApp, notify people, plan activities, assign owners, call webhooks, wait.

Make an automation

Open a model's Automations tab and press New automation. Each one has three parts:

1. Runs - when it starts.
2. Only if - the conditions the record must meet (no rules: always).
3. Do - the steps, in order. Drag to change the order.

When it runs

• When a record is added, When a record is changed, When some fields change (pick the fields).
• When a record moves to a stage (one stage or any).
• When a record is deleted.
• Near or after a date - for example 1 day before Due by, or 3 days after Due back. It runs once per record and date, every 15 minutes through the day.
• On a schedule - every hour, day, Monday or 1st of the month at a time you choose; once, or for each record that matches.
• When an outside system calls - a secret link another system can POST to (see below).
• When a button is clicked - with a button from Buttons & approvals.
• When a web form is sent.
• While editing (live) - as people type in the form, "Set a value" steps fill other fields at once.

Steps

• Set a value - a field, the stage, the owner, priority or name: a value, today, {{Field}} text or a =formula like =[Price] * 1.18.
• Add a record - in this or another model, with values from this one, linked back to it.
• Send an email - to the owner, followers, who added it, the customer, an Email field or any address; with {{Field}} values in the subject and message, and the record's PDF report attached if you like. Emails come from your business.
• Send an SMS or a WhatsApp message - through the SMS account or WhatsApp number of your business (Integrations > Messaging). WhatsApp messages use a template approved for your number.
• Notify people - a notice in their bell (and an email if they allow it).
• Post in Discuss - a message in a Discuss channel.
• Plan an activity - a to-do, call, meeting or email for the owner or someone else, due in N days.
• Assign the owner - to one person, or to several in turn (round-robin), optionally only when nobody owns it yet.
• Add followers, Archive the record, Run another automation.
• Call a webhook - POST the record as JSON to another system, signed with your secret.
• Wait - minutes, hours or days, then go on with the next steps.

Text can use {{Field label}}, {{name}}, {{number}}, {{stage}}, {{owner}}, {{customer}}, {{link}}, {{today}} and {{business}}.

Check what ran

Automation runs (from History, or the list icon of an automation) shows each run: done, waiting, skipped or failed, and why. The play button tries an automation on a record by its number. An automation that sets off another stops after three levels, so two automations can never loop.

Incoming webhooks

Save an automation with When an outside system calls to get its link. Another system sends a POST with JSON:

• {"id": 12} runs it on record 12;
• {"create": {"name": "...", "x_field": "..."}} adds a record first, then runs it;
• {} runs it once without a record.