Build an automation

An automation does repeating work for you: when something happens to a record (a client, a task, an information request, a document for signature, a conversation and more), it carries out the steps you set. For example, when a client becomes active, the client owner gets a task to call them the next business day.

Owners and admins build automations and turn them on and off. Members see them read-only, and run the ones marked for them from a record.

Where automations are

Open Automations in the Operations menu. The page has two tabs:

• Automations: every automation in the office. Each row shows When (what starts it), Status, Runs (30 days), Failed (30 days), Owner, and when it was Updated. When an automation turned itself off, the row says why, for example Turned off: too many runs in an hour. Click a row to open the editor.
• Activity: the office’s runs that you may see, newest first. A run on a record you cannot open is not listed. You can filter by status. Click a run to open it.

The statuses: Draft (never turned on), On, Off, and Archived. Owners and admins see an on/off switch on each row. An automation that has never been published cannot be turned on from the list: open it and turn it on from the editor.

Describe it, and AI drafts it

1. Choose New automation.
2. In Describe it, and AI drafts it, write what should happen in your own words, for example “When a client becomes active, open a welcome call task for the client owner, due in two business days”, and choose Draft it.
3. Drafting usually takes under a minute. You can close the window meanwhile: the draft will be in the list.
4. The editor opens with the draft. A notice at the top says what you asked for, what the automation does, and what to check before turning it on, for example a due date the AI chose because the request did not say. When something is still yours to choose (who gets the task, which questionnaire), the notice says so, and the button at the top (for example 1 to fix) shows it.
5. Check the steps, try it (see Try it) and choose Turn on.

The AI writes only a draft: nothing runs until you turn it on. When automations cannot do what you asked, it says why.

To change an automation the same way, open it and choose Change with AI, then write what to change. While the AI works the editor is read-only; then the notice shows what changed. Undo the change puts back the draft from before, as long as nobody edited it since.

You can also ask Billy (or another AI agent) in a comment or a chat, for example “@Billy set up an automation that…”. The agent hands the request to the same drafting, then links the draft in its answer. Only owners and admins can have automations drafted.

Drafting with AI uses the office’s AI allowance. When the office does not have AI, the box still shows, and says how to add it.

Build from a template

1. Choose New automation.
2. Pick a ready template. Templates are grouped by Clients, Requests and signatures, Contacts, Leads, Tasks, Attendance and time, and Dates and schedules, for example Onboard a new client, Follow up on a new lead, Tell the team about a new lead, Onboarding project for an active client, or Monthly VAT task for each active client.
3. The editor opens with the template’s steps. Change the name at the top of the page and whatever the steps need.
4. Try it (see Try it) and choose Turn on.

Nothing runs until you turn it on.

Build from scratch

1. Choose New automation, then Start from scratch.
2. Click the When box at the top of the canvas and choose what starts the automation.
3. Click + on the line below it to add a step. The picker has Clients (Send a message to the client), actions (Create a task, Notify a team member, Send a report, Create a project from a template, Post in team chat, Add a comment, Update a record, Add or remove tags, Assign an owner or assignee, Create a lead), Requests and signatures (Send an information request, Send a document for signing, Start reminders, Stop reminders), Other systems (Send to a webhook), and Logic (Choose a path, At the same time, For each, Repeat until, Wait, Ask for approval, End here).
4. Fill in the step in the panel that opens at the side.
5. Keep adding steps with + anywhere on the line.

Each box reads as a sentence, for example “Create a task “Intro call” for Client owner”. Anything to fix shows in red on the box. Each box has a menu: Edit, Move up, Move down, Duplicate, and Delete.

You can also use the keyboard: the up and down arrows move between boxes along a path, the left and right arrows move between paths, and Enter opens the box.

Changes save by themselves. Next to the name it says Saved, Saving…, or Not saved.

What starts the automation

In the When panel:

• What starts it: A change to a record, Someone runs it (by hand, from a client, task, contact, lead or project), On a date of a record (see On a date of a record), On a schedule (see On a schedule), or A call from another system (see Start it from another system).
• Kind of record: the list is grouped by the part of the office: Clients and work (client, contact, lead, task, project, file from the client), Requests and signing (information request and its link, its requested documents, responses to an open intake, document for signature and its signers, reminder round), Messages (conversation), Attendance and time (workday, attendance alert, leave or absence request, attendance correction request, payroll month), and in accounting offices Reports (annual report, capital declaration, capital comparison, periodic report). An office without the accounting reports does not see that group. Each kind offers the moments that belong to it, for example The client submitted it on an information request, Everyone signed on a document for signature, The client replied on WhatsApp on a conversation, The reminders ran out on a reminder round, or Moved to another stage on an annual report.
• Which change: It is created, It changes (in Only when one of these changes you can pick certain fields), A field gets a value, It starts matching conditions, Something happens (for example Became an active client, or a task that was Completed), or It is deleted.
• Who made the change: the default is Anyone but an automation, so automations do not set each other off. You can also choose A team member, The client, through a link, or An import or a connected system.
• Only if: conditions that must hold for a run to start. With no conditions, every change of this kind starts a run.

The record’s own values, such as a client’s status or client owner, are read as they were at the change. Values from related records are read when a step uses them. For example, in a task automation, a step after a wait uses the task’s client and that client’s owner as they are when the step runs, even if they changed while the run waited.

It starts matching conditions runs only when a record starts to match, not for records that already match when you turn the automation on.

On a date of a record

The automation runs once for each record, at a moment set by one of its dates: for example a reminder one business day before a task’s due date. In the When panel, choose On a date of a record, then:

1. Kind of record, and Which date: one of its date fields.
2. When: Before, On the day, or After. Before or after, choose How long: hours, days, business days, weeks, or months.
3. At what time, in the office’s time zone. Hours count from the date’s exact time instead.

The panel says it in a sentence, for example “1 business day before the task’s “Due date”, at 09:00”.

• Business days are Sunday to Thursday. Friday, Shabbat, holidays, and holiday eves are not business days.
• Records whose moment has already passed when you turn the automation on are skipped. When a record’s date changes, its moment moves with it. A moment that was still ahead when you saved the date is kept if processing is delayed; a moment already past when you saved it is skipped.
• Only if is read when the moment comes, with the record as it is then.

On a schedule

The automation runs at set times. In the When panel, choose On a schedule, then:

• How often: Every day, Every week (on which day), or Every month: The first business day (the first day that is not Friday, Shabbat, a holiday, or a holiday eve) or A set day. In a month shorter than the day you chose, it runs on the month’s last day.
• At what time, in the office’s time zone.
• Run once for each record that matches: each record of the kind you choose, and that matches Which ones, gets its own run every time, and its values can be used in the steps. Without it, it runs once for the office.
• Over how many minutes: with many records, spread the runs over a window (up to 720 minutes, 12 hours). Each record starts at its own moment in the window, the same one every time, so they do not all wait on each other.

If a clock change skips the chosen local time, the run uses the first valid time after the gap. If the local time happens twice, it uses the first occurrence. Try it checks time-based conditions at the date’s moment or the schedule’s occurrence.

Each run has its period, such as “November 2026”: a record goes through it once per period. The period is also in the data (The run › Period) for a task’s title.

This holds when you change it too. If it already ran in this period and you publish another time, or turn it off and on, the period does not run again: a schedule for the office runs next in the following period, and a schedule for each record runs in this period only on the records it has not run on yet. What it would do now and Coming up say so.

What it would do, and what is coming up

For a date or a schedule, the When panel shows What it would do now:

• For a date: how many records have a moment ahead, how many already passed (skipped), how many have no date, and the soonest five with when each runs.
• For a schedule: the next five times with their period (and the window, when spread), which of them are skipped and why, how many records match now, and a few of them.

When there are many records, the numbers say at least. Turn on shows the same before it turns the automation on.

Once it is on, a line under the top bar says when it runs next. Details, or More → Coming up, shows the next run or the next records, and Work on records: work over many records that runs in the background, such as reading the records’ dates when it is turned on, with how far it got. Owners and admins can Stop work that is running, after they confirm. Work stays running while any of its placed runs has not begun, even after its scheduled start time passes. Starts that have not begun are stopped immediately, including those waiting for another run. Runs that have already begun continue.

Run on records that already match

An automation that starts on a change runs only on new changes. To run it on the records that already match, choose More → Run on records that already match… and confirm. Every record that matches what starts it and its Only if now gets one run. The runs start paced, about 60 a minute, and you follow them under Coming up, where you can stop them. The automation must be on, with its changes published.

Start it from another system

Zapier, Make, or your own code can start an automation by calling its own address. In the When panel, choose A call from another system:

1. Choose Make the address. The address is shown once: copy it. Later the panel shows only how it ends.
2. Paste it into the other system. The panel lists the steps for Zapier (“Webhooks by Zapier”, POST), Make (“HTTP: Make a request”, POST, JSON body), and any other system (a POST with a JSON body).
3. Choose Listen for a test call and send one call within 10 minutes. The panel shows the fields it received, and when. A test call does not run the automation unless it is on.
4. Use the call’s fields in the steps: in Insert data, open The call that started it.
5. Turn the automation on.

Keep the address private: whoever has it can start runs. Make a new address stops the old one at once, after you confirm, and the other system needs the new one.

• Signature: with Calls must be signed on, a call without a valid signature is refused. Turning it on makes a signing secret, shown once, for the other system. The ? next to Signature explains how the other system signs a call.
• Which record is it about: choose No record (the office), or a kind of record found by one of the call’s fields. A client is found by its Tax ID and a contact by its Email. In The call’s field that holds it, type the field’s name or pick it from the test call. By default, when no record has that value, the call is answered “not found” and nothing runs. For a contact or lead, you can choose Make a new Contact or Make a new Lead when no match is found. Include identifying fields in the call: a contact needs a name, email, or phone; a lead can use a title or one of those identifiers. The call then creates that record and starts the automation.
• Only if: conditions on the call’s fields, or on the record it is about. With no conditions, every call starts a run.

Try it uses the last test call. It stops when a later step needs an answer from an outgoing call, because the test sends no call. Large examples may stop before the end; choose a smaller example to continue checking. When the call is about a record, choose the record too.

For an incoming call about a lead, choose Lead. Each call creates a lead; no matching field is needed. Switching to another record type resets settings that the new type cannot use.

Steps and data

In a step’s panel you fill in what it needs, for example a task’s title, assignee, and due date.

• Data from the record: click {} (Insert data) and pick a value, for example “Client › Client owner”. It shows as a chip in the text, and in a run it is replaced by the real value.
• If it is empty: what happens when the value is empty. Stop and tell the owner, Skip this step, Leave it empty, or Use another.
• Dates: A fixed day is shown in the office’s time zone. From now (for example in 2 business days), From a date (before or after a date of the record, chosen from the data), or A set date. You can add At a set time.
• Business days are Sunday to Thursday, without holidays and holiday eves.
• Step name: optional. A name of your own shows on the box instead of the sentence.
• Who reads it: data from a record goes only to people who may open that record. A task that names a client not everyone may open is kept to its people (if you chose that the team sees it, the step stops), a notice goes only to someone who may see what it says, and a field is updated only when everyone who opens the record may see its new value.

An incomplete captured value stops the step, including a date calculated from it. Skipping or using another value applies only when the value is known to be empty. If a step reports that it reads too much data at once, reduce the records or conditions it checks.

Send to another system

The Send to a webhook step sends a call to another system’s address:

• Address (URL): a full address that starts with https://. Addresses inside a private network, and a user name or password inside the address, are not accepted.
• Method: POST unless you choose another.
• What to send: the body is JSON. Include the record’s details adds the record that started the run. Under it, Add a field adds a field name and its value, which can come from the data. A name with dots, such as customer.email, nests.
• Headers: for a system that asks for a token, choose it in Saved secret to send. It is sent in the Authorization header unless you name another, and is never written in the automation. Secrets are saved in Settings → Connections. Add a header adds a header of your own.
• Sending again: turn on The receiving system ignores repeats only if the other system ignores the same call twice. Then a call with no answer is sent again by itself. Wait for an answer (seconds) is 1 to 30, 10 when empty.
• The answer: later steps can use the answer’s status and any field of a JSON answer. In Insert data, open this step’s answer and type the field’s name.

If the saved answers become too large, the run stops with a clear error. Ask the receiving system for smaller answers or split the automation. A call that already succeeded remains marked as succeeded; it is not sent again because its answer was too large. This run cannot be retried because its full answers were not kept. After adjusting the automation, start a new run.

Try it shows what would be sent and to which address, without sending anything. A saved secret shows as A saved secret (not shown).

Switching a webhook step to GET or DELETE removes its body fields. Webhook addresses, answer values, and answer status follow the access restrictions of the data sent in the request. A shortened answer cannot be used as a complete value by a later step. If the other system asks to retry later, the call waits at least that long.

A field left uncaptured by a limit is unknown, including fields past the incoming call’s 200-field limit or a webhook answer’s 50-field limit. It never matches is empty, and Use another does not replace it. A complete captured call still knows when a field is absent. Try it also refuses invalid addresses and header values, before any call is sent.

Including the record captures its custom fields too. If the record could only be captured in part, the receiving system gets record.partial: true; record.cut lists visible shortened or uncaptured fields. Missing fields in a partial record are unknown and should not clear data in the receiving system. JSON answer chips keep the field names the other system returned, including Hebrew, spaces and punctuation. Prefix an empty or whitespace-only name, or a name that itself starts with body., with body. when entering it in Insert data.

Date-only fields sent to other systems use the office’s time zone. Date-time fields and creation times use full UTC timestamps.

Work in the office: owners, team chat, projects, leads, comments

These steps act as the automation’s owner, with the owner’s access, and follow the same rules as a person doing the same thing. When the owner may not do it, the step stops and the run says why, for example Only a project’s owner can do this.

• Assign an owner or assignee: gives a record to a team member. For a client it changes the client owner (the former owner keeps their access to the client). For a lead it sets the owner, for a task the assignee, and for a project the owner. A project can be handed over only by its owner, so an automation hands over projects it started itself.
• Post in team chat: a message in Whole office (the conversation of the whole office), or in a group the automation’s owner is in. Mention tags a team member, who gets an alert; in a group, only someone in the group. Link to a record adds a card that opens a client, contact, lead, task or project. The message shows ⚡ and the automation’s name, which opens the run. If no one opened team chat yet, Whole office opens with the first message.
• Create a project from a template: a project with the template’s tasks. Choose the Template, and optionally the Client, who the tasks go to (Its tasks go to), the Project owner (the automation’s owner when empty) and Who can see it (the team, unless you choose otherwise). Without a Project name, it is named after the template and the client. Later steps can use the new project, for example to post about it in team chat.
• Create a lead: a new lead with a Name, Email, Phone, Source, Owner, Priority and Notes. With an email or phone, the lead is linked to the contact the office already has with that address or number; otherwise a new contact is made. With a Client, the contact is linked to the client too. Everyone in the office sees leads, so the client and the contact must be ones everyone may open; otherwise the step stops. The lead is always new: leads are not merged. Without a Source, the source is the automation’s name. Later steps can use the new lead.
• Add a comment: a comment on a task, or an update on a project the automation’s owner owns. Mention tags a team member who can open the task; they get an alert and an email, like any mention. A project update cannot mention anyone. The comment shows ⚡ and the automation’s name.

A chosen template or conversation must still be there when you turn the automation on: when one is archived or turned off, the step says so and you choose another. Try it shows the project, lead, message or comment each step would make, and makes none of them.

Attendance, leave and reports

An automation can start from the team’s attendance: a Workday (The member started the workday, The member ended the workday; going out on a break does not end the day), an Attendance alert (did not clock in, forgot to clock out, worked past the standard hours, time reports not complete, month ready for approval), a Leave or absence request (Leave was asked for, Leave was approved, Leave was rejected, Sick leave was reported), an Attendance correction request, and a Payroll month (The payroll month was approved, Exported to Michpal). A project also has Budget used (%), so an automation can react when a project reaches 80% of its hours budget.

• Each attendance alert is raised once per member, day and kind, so an automation on it acts once even when the check runs again.
• Automations only read attendance and never change it: they do not close a shift, approve leave or change payroll. Wages, employer costs, ID numbers and employee numbers are not in them at all.
• A member’s attendance is seen by the member, their direct manager, payroll, and owners and admins. A step that tells someone else about a member’s attendance stops.
• Send a report: one of the attendance and time reports (Attendance summary, Daily hours, Hours and costs by client, Hours by project, Attendance against reported time, Leave and absences) for Yesterday, The past week (the 7 days up to the run), This month so far or Last month, by email and in the bell to one team member. Without To, it goes to the automation’s owner. The report shows only what both the automation’s owner and the person who gets it may see. The email leaves from the office’s mailbox; without one, or when the team member has no email, the step stops and says why.
• Notify a team member with Also by email sends the notice to the team member’s email too, for example to a manager.

Ready templates under Attendance and time: Remind a member who forgot to clock out, Complete the day’s time reports, Weekly attendance report for the manager, Tell the project owner at 80% of the budget, Monthly attendance approval, and Monthly hours and costs by client.

Send a message to the client

The Send a message to the client step sends an email, a WhatsApp message or an SMS to one of the client’s contacts, through the office’s connected channels:

• Channel: Email, WhatsApp, or SMS.
• To (contact): from the data, for example “Client › Primary contact”, or a specific contact.
• Subject (email): an email needs a subject. WhatsApp and SMS have none.
• Message: text, with data such as the client’s name inserted with {}.
• About the client (optional): the client the message is filed under.

Contacts who asked not to get messages, consent, and the office’s sending limits apply as when a person sends. WhatsApp allows a free message only within 24 hours of the client’s last message; otherwise the step stops and tells the owner. A new message step starts with Email and with Review before sending on.

Review before sending

On a message step, Review before sending has a team member look at the message before it goes out:

1. Turn on Review before sending and choose Who reviews: a team member, or one from the data, such as “Client › Client owner”.
2. When a run reaches the step, it waits. The reviewer gets a bell alert and finds it in Waiting for you on the Automations page.
3. The reviewer sees exactly what would go out: to whom, by which channel, the subject, and the message. Then:
   • Send: after confirming, it goes out as it is.
   • Edit before sending: change the subject or the message, then Send with my changes and confirm. Undo my changes puts the texts back.
   • Don’t send: after confirming. The run goes on without it.

What goes out is exactly what the reviewer saw: if the client’s details change meanwhile, the message does not. Text from a record the reviewer cannot open shows as A value you can’t see and cannot be edited. Owners and admins may also review in the reviewer’s place. On the box, the sentence says who reviews, for example “Reviewed by Client › Client owner before it goes out”.

Ask for approval

The Ask for approval step, under Logic, holds the run until a team member approves or rejects:

• Who approves: a team member, or one from the data, such as “Client › Client owner”.
• What to approve: the question, with data inserted with {}. More details (optional) shows under it.
• Expires if no one decides: optional. In Expires after, choose how long, for example 2 business days.
• Do something else when rejected: adds a Rejected path. Its steps replace the steps below the approval. Without it, a rejection ends the run here (inside a path, it ends that path).
• Do something else when it expires: with an expiry, adds an Expired path that works the same way.

On the canvas, Approved goes on below, and Rejected and Expired are drawn beside it, each ending at This path ends here. Later steps can use the decision, the approver’s note, and who decided through Insert data, for example to tell the owner why it was rejected.

The approver gets a bell alert and finds it in Waiting for you. They can add a Note (optional) and choose Approve or Reject. Owners and admins may also decide in the approver’s place. Try it shows whom it would ask, and goes on as if it was approved.

If an approval is rejected or expires without a separate path, that lane ends and the other lanes continue. If the automation’s owner leaves or loses the required role, an active office owner takes over.

Decide on approvals and messages

Waiting for you, at the top of the Automations page, lists the approvals and the messages to review that automations asked you for, newest first, with the automation, the record, and when it was asked. Decide or Review opens the decision in a window, and Open the run shows the whole run. The page shows the first three. Choose Show N more to open the full list, scroll through it, and choose Show more to load the next page.

If a message’s delivery channel comes from a field you cannot see, Waiting for you uses a general message-review title. Opening the request keeps that channel hidden too. A copied value keeps its access restrictions across parallel paths, including while the path that copied it is waiting.

The run page shows the same decision under Waiting for a decision, and on each step what was decided, for example Approved by Dana with her note, or Sent by Dana, with changes. The bell alert opens the run page. Someone asked to decide who cannot open the record the run is about sees only what they were asked there.

When a condition is hidden from you, decisions on the paths after it are also hidden in the run. Owners and admins can act in someone else’s place only on a decision they may see. A decision assigned to you remains available through Waiting for you.

When the run contains hidden history, decisions assigned to you remain available independently. Owners and admins can still decide on visible requests that appear before the hidden part. These requests load separately from the recent history summary, with Show more when another page is available. Hidden decisions do not affect whether Show more appears.

Requests, signatures and reminders

These steps ask the client for something the way the office does it by hand, and the run can then wait until the client answers.

• Send an information request: choose a Questionnaire (one of the office’s questionnaires, or one that comes with the system), the Client, and Who fills it in (one of the client’s active contacts, for example “Client › Primary contact”). In Send the link by, choose Email, WhatsApp, or both. The email is the office’s built-in Information request email (see Email templates). WhatsApp goes out only while the conversation is open (within 24 hours of the client’s last message). Remind them until it is done is on unless you turn it off: the automatic reminders follow the office’s reminder settings and stop by themselves when the client submits. Handled at the office by and Language are optional.
• Send a document for signing: choose a Document template (see Templates for signing) and the Client. Who signs is the client’s main contact unless you choose another contact. The signer gets their own link by email, from the office’s mailbox, with reminders until they sign. Only templates with one place to sign can be sent this way.
• Start reminders and Stop reminders: for an information request, a document for signing, one signer, or a reminder round, usually from a step before (Insert data). Stop reminders switches them off until someone turns them on again. Start reminders turns them back on, but never reminders the client asked to stop: only someone at the office can do that, after talking to the client. There is nothing to start before the request reached the client.

Both sending steps go out in office hours, like the automatic reminders: Sunday to Thursday 09:00 to 19:00, Fridays and holiday eves until 13:00, never on Shabbat or holidays. Outside them the run waits for the next slot, and the run page says until when. Turn off Send in office hours only to send at any time.

After Send an information request, add a Wait for the request’s moment The client submitted it to go on when the client answers. After Send a document for signing, wait for Everyone signed. Give the wait a time limit for when the client does not answer.

Review before sending works on both sending steps: the reviewer sees what goes out, to whom and at which address. A questionnaire edited since goes out as the version they reviewed. If anything else they saw changed (the address, the email, the document to sign or what is filled in on it), nothing is sent and the run says why; try the run again to review what would go out now.

Try it says which questionnaire or document would go out, how many questions it has, to whom and at which address, and what happens to the reminders, without sending anything.

When a step cannot send, the run says why in plain words, for example that the contact has no email address, the client asked to stop messages, or the WhatsApp conversation is closed. A step that ran is never sent twice.

Templates for these (under Requests and signatures):

• Welcome a new client and send a questionnaire: a welcome email and a questionnaire to the new client’s main contact, both reviewed by the client owner first, with reminders; a task to review the answers, or a follow-up task after three weeks. It starts with the office’s newest questionnaire (change it in the step) and is offered only when the office has one of its own.
• Review a questionnaire when it comes back: a task for whoever handles the request, or the client owner.
• Chase annual report documents (offices with annual reports): reminders on, a weekly note to the client owner while the documents are missing, and a task to call after three weeks.
• A signed document moves a lead to onboarding: when a client who is still a lead signs, it moves to onboarding.
• Call when the reminders run out: a task for the client owner to call the client.

Logic blocks

• Choose a path: paths are checked from the first one down, and the first that matches runs. Otherwise is always last and runs when no path matches. Leave it empty to do nothing then.
• At the same time: every lane runs, and the automation goes on when all of them are done. Each lane can have an Only if, checked once when the block starts.
• For each: the steps inside run once for each item of a list, for example each of the client’s contacts. At most sets how many items, up to 200.
• Repeat until: the steps inside run, and the condition is checked after each round. Up to 20 rounds. You can add a Ran out path. Without it, the run stops and asks for a look when the condition never holds.
• Wait: A while, Until a date, Until it happens, or Until it holds (see Wait until something happens), then the run goes on.
• Ask for approval: see Ask for approval.
• End here: the run ends here, even inside a path.

Wait until something happens

A Wait step can wait for something on a record rather than for a time:

• Until it happens: in On which record, choose the record that started the run or one an earlier step made or sent to. In What should happen, choose one of its moments, for example The client submitted it on an information request or Signed on a signer. If it already happened since the step that made or sent to the record (or since the wait began), the run goes straight on.
• Until it holds: conditions about the record, checked each time it changes, against its values as they are then. For example, wait until the client’s status is Active client.

Stop waiting after a while sets a time limit, for example 3 business days. Do something else when time runs out adds a Time ran out path: its steps run first, then the run goes on below. Without it, the run just goes on below when time runs out. On the canvas, When it happens (or When it holds) and Time ran out meet again below the wait.

Some kinds of records have no moments to wait for. The panel then says so, and you can wait until a condition holds instead.

Settings

In More → Settings:

• Can the same record go through it again? Yes, after its run finished or No, once ever. A record never has two runs of the same automation at the same time.
• Team members can run this from a record: only for automations that are run by hand. The steps act with the access of the automation’s owner.
• Owner: an owner or an admin of the office. The owner gets the alerts, and runs act with their access.
• What it is for: a sentence for your team.

Changing the trigger to another kind of record, an office schedule, or a call with No record (the office) asks you to confirm before removing incompatible stop conditions. Cancel to keep the current trigger and conditions.

Try it before you turn it on

1. Choose Try it at the top of the editor.
2. In Try it on, choose a record, A past change (from the last 30 days), or A pretend change (for triggers on field changes or on starting to match conditions). A date or a schedule is tried at its next occurrence or date appointment: on a record you choose, or once for the office. Later steps use the record’s spread time when a spread window is set.
3. Choose Try it.

Nothing is saved or sent. You see whether the automation would start, with each condition’s value and True or False, and what each step would do. A step that would wait for a person or for something to happen says so, for example Would ask for approval and wait. The rest assumes it is approved. On the canvas each box gets a badge, such as Would run or Skipped, and paths it would not take are dimmed. A For each body stays dimmed when its list is empty. Large tests may stop at the test limit; the result says when it did not reach the end.

A record without the trigger’s date does not start in Try it. Parallel lanes share their pretend changes: when one lane satisfies another lane’s wait, that lane continues. The test applies Who made the change to pretend changes too, and reads text created by earlier steps as the run would save it. A time limit also advances the test: when it expires first, the Time ran out path runs, then the test continues below. End here in that path stops the test. If a wait has no time limit and still needs something outside the test, the result stops there.

Reviewed sends keep the recipient and prepared content from when the review is requested. Try it assumes approval at once, but still reports a change before sending, such as an email address edited by another lane. Private records created during the test stay private. Access also follows changes to existing records, including a task reassigned during the test; a date or moment you cannot see does not reveal a wait’s result or the steps after it.

Turn it on and publish changes

• Turn on: publishes what you built and turns the automation on. The button is unavailable while there is something to fix or while the latest saved changes are still being checked.
• To fix: the button at the top of the editor opens What to fix before turning it on. Click a problem to go to the step where it is.
• Publish changes: when you change an automation that is on, the changes are kept aside and Unpublished changes shows. Until you choose Publish changes, the earlier version keeps running. Runs that already started go on with the version they started with.
• Turn off: in More. The automation stops starting new runs.
• Stop running ones: in More, after you confirm. Runs that are going or waiting stop where they are, and what they already did stays done. While the automation is on, new changes still start runs. This also stops runs marked Needs a look that are waiting for a decision about an unanswered call.
• Archive: in More, after you confirm. The automation stops starting runs and leaves the list. Runs in flight finish, and its history stays.

If an automation runs too many times in an hour, it turns itself off and its owner gets an alert.

Read a run and fix a failure

More → Runs lists the automation’s runs, newest first. The Activity tab lists the office’s runs. Both list only runs you may see: a run on a record you cannot open is not listed.

A run shows each step in order: what it did, with which values, which path it took, and what went wrong, in plain words. Values from records you cannot open read A value you can’t see. A run started by a date, a schedule, or Run on records that already match says so, with its period when it has one.

If a wait uses a date or a record selected through a field you cannot see, its date, outcome and later history are hidden too. Values used inside For each keep the list’s access restrictions.

For a decision with many conditions, history shows a limited excerpt and says how many rule results were omitted. Omitted results still keep their access restrictions. A protected empty value stays hidden after review and sending; a failure caused by a protected value does not reveal that value or whether it was empty. If resolved inputs are too large to save, the step stops before sending. Use smaller values or fewer inputs.

The details of runs older than 90 days are loaded from the archive when you open them; it takes a moment. Such a run cannot be tried again.

When a run failed:

1. Read the error on the failed step, for example This team member is no longer active.
2. Fix the cause, in the record or in the automation.
3. Choose Try again from the failed step.

If one parallel path fails while another is calling an outside system, the run first waits for that call’s result. A successful call stays done. Trying the run again waits for an unresolved call or asks for your decision; it does not send that call again automatically.

To stop a run that is going or waiting, choose Stop the run. Owners, admins, and the automation’s owner see both buttons.

A run Needs a look when another system had an error or did not answer, and may have received the call anyway. The run page says This run needs your decision, and in the run lists the row has Decide:

• It happened, continue: the call arrived. The run goes on from the next step without sending it again. Its missing answer, including the status, stays unknown. A later step that needs that answer stops; an empty-value fallback does not replace it.
• Send it again: sends the call again, after you confirm. If the other system did receive it, it gets it twice.
• Stop the run: after you confirm. What it already did stays done.

The run page shows each call’s address, method, and fields, the answer’s status, and how long it took. Saved secrets are never shown.

A run is Held when the office is paused or read-only. It says since when and why. Nothing is lost: it goes on by itself once the office can work again, and afterwards it says it was held and caught up.

The automation’s owner gets a bell alert when a run fails, when a run waits for a decision, or when the automation is turned off after too many runs. The alert opens the run, or the automation.

Why didn’t it run?

1. Open the automation and choose More → Why didn’t it run?.
2. Choose a record.

You see the record’s changes from the last 30 days and what the automation made of each: Started a run, or Did not start a run and the reason. For example Its conditions did not match., The record’s previous run was still going., or The change was made by this automation itself.

Run an automation from a record

An automation whose What starts it is Someone runs it is run from a record:

Choose Run automation in any of these places:

• A client’s page, in the actions at the top.
• A contact’s page, in the actions at the top.
• An existing lead, at the top of its details panel.
• A saved task, in the actions at the top of its task panel.
• A project’s header, using the lightning button. My Tasks has no project run control.
• The clients list: select clients and choose Run automation in the selection bar, up to 200 at a time.

Then pick an automation and confirm with Run. On a narrow screen, the action may appear as a lightning icon; point to it to see Run automation.

If you have unsaved changes on screen, Run automation waits. Save them first, or wait for automatic saving to finish. If saving failed, fix it and save again. The automation uses the saved values.

The steps act with the access of the automation’s owner. The control appears when an available automation can run on that kind of record.

Members see only automations with Team members can run this from a record on, and only on records they can open.

Settings, Connections

Settings → Connections is how other systems (Zapier, Make, your own code) work with the office. Only owners and admins manage it.

• API keys: choose New key, name it after the system that will use it, and choose what It may do (Read records, Create tasks, Hear about changes) and the Automations it may start. The key is shown once, next to the API address: paste both into the other system. A key acts with the access of the member who made it, and stops working once it is revoked or its maker leaves the office. Revoke key stops it at once and cannot be undone.
• Notify another system: sends a message to an address every time something happens in the office. Each message is signed with a signing secret shown once. Zapier and Make add their own entries here when you turn on a Zap or a scenario. Stop sending stops it.
• Saved secrets: tokens that Send to a webhook sends in a header. Save a token once and choose it by name in any automation. Replace value updates every automation that uses it. After Remove secret, automations that use it stop at that step until they get another secret.
• Sent messages: every message sent to another system, newest first, with its status and answer. A failed message is tried again for up to three days. Send again sends it once more.

When a member leaves, their API keys are permanently revoked and their notifications to other systems stop. Rejoining requires new keys and new notifications.

Connection names take up to 200 bytes (about 100 Hebrew letters), notification addresses up to 4,096 bytes, and a key can name up to 100 different automations or allow all of them. If older connections are too large to show together, the page says so. Remove unused connections to see the rest.

Who can do what

• Owners and admins: build, try, turn on, publish, turn off, and archive. Try runs again, stop them, and decide on runs that need a decision. Manage Settings → Connections and make the address an automation is called at. Run an automation on records that already match, and stop work on records.
• The automation’s owner: gets its alerts, and can try its runs again, stop them, and decide on them.
• Members: see automations and runs read-only, and run from a record what was marked for them.
• Approvers and reviewers: decide what automations asked them, from Waiting for you or the bell alert, also on a record they cannot otherwise open.

Removing a path or lane that contains steps asks for confirmation. Changing an Update fields record also asks before discarding fields the new record cannot use.

Custom-field choices and changed-field lists can be searched. Fixed comparison dates use the office’s time zone on the canvas, in Try it, and in run history.