Register Automations

Automations let a register react on its own. When a cell changes (or a date arrives), the register can change a status, send a form, process, task, email or notification, start an action, and more. No one has to remember to do it manually.

Where to find them

Open a register and click Automations in the toolbar. Editing automations requires settings permission on the register; everyone else sees them read-only.

Each automation has two parts:

1. A trigger — a condition on one column.

2. Actions — one or more things to do when the trigger fires.

Automations run top to bottom. Drag to reorder them.

Triggers

You pick a column, and the available condition depends on that column's type.

Two extra options on every trigger:

• Apply to multiple — fire the same automation from several columns of the same type, not just one.

• Do not run when the cell is filled the first time — skip the very first time a blank cell gets a value, so back-filling data doesn't trigger everything at once.

A note on dates

Date triggers are checked two ways: immediately when a date cell is edited, and once a day by a scheduled job. So a rule like "7 days before the due date" fires on the right morning even if nobody touched the row. If a row keeps the same date value, the rule won't fire again for it — you won't get duplicate reminders.

Actions

For each automation you add one or more actions:

• Change status of row — set a status column to a chosen option.

• Change date — add or subtract days/weeks/months/years from a date column.

• Send an email — to chosen addresses and/or addresses held in a column. Row data can be included in the body.

• Send a form / Send a process / Send a task — to chosen users, users from a user column, or groups. The created item is linked back to the row.

• Send a notification — an in-app notification linking to the row.

• Start a form from action — launch the form configured on an action column.

• Send an action — trigger a pre-set action defined on an action column.

• Request data — ask someone to fill specific columns of the row.

Choosing who gets it

Where an action goes to people (form, process, task, notification, email), recipients can be picked directly, taken from a user/email column on the row, or resolved from groups.

Due dates

Form, process and task actions can set a due date either as a fixed number of days from now or from a date column on the row.

Follow-up actions (hooks)

Form, process, task, start-action and request-data actions can have hook actions attached. When the created item is completed, its hook actions run automatically — for example, "when this task is done, change the row status and send the next form." This lets you build short chains without separate trigger columns.

Safety net: cancel and undo

Actions don't fire the instant a cell changes. There's a short delay during which a notification appears, so a mistaken edit can be undone before anything is sent.

If you later change the cell so the trigger no longer matches, the register cleans up after itself: scheduled actions that were waiting are cancelled, and items that were already created by that automation (the form, process or task) are removed. Archiving a row cancels its pending and active automation items too.

Running an automation manually

In the read-only Automations view, each automation has a run button. It checks every row in the register and fires the automation immediately on the ones that currently match the trigger — handy for applying a new rule to existing data.

History

Every step is recorded in the register's history: when an action was scheduled, executed, completed, or cancelled, which automation and column triggered it, and the value that set it off. Open the row history to see the full trail.

Overlapping automations

Multiple automations can match the same row at the same time. Automations run top to bottom in the order they appear, and every matching automation fires — they are not exclusive.

This matters most for date triggers with "or less" conditions. Consider three automations on the same date column:

When a row's date is 25 days away, all three conditions are true, so all three automations fire in order. Each one's actions run: emails, forms, tasks, and notifications from all three will be sent.

Status changes are the exception. When several matching automations target the same status column, only the last one's value is set — the earlier writes are left out. In the example above, if all three automations set the row status, the row ends up with whatever the "30 days" automation chose (the last match in top-to-bottom order). The intermediate values from the 90d and 60d automations are not recorded.