Automations and run ledger
Create reliable rules, understand triggers and actions, and audit every run.
Automations remove the repetitive parts of delivery: the assigning, the nudging, and the moving of work between stages. Every rule is a WHEN condition followed by a THEN action.
Choose one clear trigger
A rule fires on something observable, such as a task entering a stage or a due date arriving. Keep one trigger per rule. Rules that try to cover several situations at once are the ones that later behave in ways nobody can explain.
Add conditions before actions
Narrow the rule before it acts. A rule that notifies on every stage change becomes noise within a week, while a rule that notifies only when work reaches Client review stays useful. Start from the recipe library if you want a known-good shape to adapt.
Audit the result
Use the dry run before enabling anything, so you can see what a rule would have done without it doing it. Once live, the run ledger records every execution, which is where you look when someone asks why a task moved.
Start from the situations that repeat
The best first automations are the ones your team already does by hand every week: assigning a reviewer when work reaches review, notifying an owner when a due date passes, or moving an approved task onward. Write down the manual step first, then build the rule to match it.
Keep automation observable
An automation nobody can explain is worse than a manual step. Give each rule a descriptive name, keep the run ledger somewhere the team knows to look, and when a rule stops being useful disable it rather than leaving it firing quietly in the background.
Worth remembering
- Name rules after the outcome, such as Request approval at client review.
- Disable rather than delete a rule you are unsure about, so the run history survives.
- Automation allowances are per workspace and depend on your plan.
Common questions
Free includes none, Studio five per workspace, Agency twenty-five, and Scale is unlimited.
Scheduled and multi-step automations are available on Agency and above. Webhook and API actions are a Scale feature.
Related guides
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