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Automations are built on a visual canvas where you connect a trigger to one or more actions. The canvas shows your automation as a flowchart — the trigger at the top, followed by each action in sequence.

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Create an automation

1

Open the automations page

Go to Automations in the sidebar.
2

Click New automation

Click New automation in the top-right corner. The New automation dialog opens with a gallery of templates. Browse them all under All templates, or narrow by category: Back office, Magic button, Prospecting, and Reviews & touch points. Pick a template, or choose Start from scratch to begin with a blank canvas. If you have an unsaved draft from a previous session, you’ll be asked whether to continue editing or start fresh.
3

Configure the trigger

Click the trigger node on the canvas. The edit panel opens on the right. Choose a trigger type and fill in its settings — see Triggers for details on each type.
4

Add actions

Click the action placeholder below the trigger to open the action picker. Actions are organized by category: Household, Task, Opportunity, AI, Flow, and System. Select an action and configure its fields in the edit panel.
5

Add more actions

After configuring an action, a new placeholder appears below it. Click it to add the next action. Repeat until your workflow is complete.
6

Publish

Click Publish automation in the bar at the bottom of the canvas. Enter a name for your automation and click Publish.
Your automation is now live and will run whenever its trigger fires.

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Build with automation chat

Automation chat is an assistant built into the editor. Describe the workflow you want in plain language and it builds it on the canvas for you. Choosing Start from scratch opens the editor with chat already open. To open or close it later, click the speech-bubble button at the top-left of the canvas — the tooltip reads Open chat. The panel is titled Automation chat. Your edits appear on the canvas as chat makes them, so you can watch the automation take shape and adjust anything by hand.

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What chat can do

  • Set up the trigger — choose the trigger type and fill in its settings
  • Add, update, and remove actions — including placing an action on a specific path of a branch
  • Set conditions and branches — write the filter conditions that decide which records continue
  • Look up your data by name — reference your tags, sequences, pipelines, and other book resources without hunting for IDs
  • Change automation settings — update the name, whether the automation is active, and which books it runs in
Chat edits the draft only. It cannot publish, run, or delete an automation. Every change it makes — including turning the automation on — stays in the draft until you click Publish yourself.

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Start a new conversation

Click the plus button in the panel header — its tooltip reads New chat — to start a fresh thread. Past threads stay available in the panel’s thread history, so you can return to an earlier conversation and pick up where you left off.
Describe the outcome rather than the mechanics — “when a prospect is tagged hot lead, create a follow-up task for me due in two days” gives chat more to work with than “add a task action.”

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Test an automation

Testing runs your automation against one record you choose, so you can confirm it behaves the way you expect before it starts running on its own.
The Test automation button only appears on automations that have been published and whose trigger supports testing.
1

Open the automation

Click the automation on the list page to open the editor.
2

Click Test automation

The button is in the top-right corner of the editor, next to the Enable automation toggle.
3

Choose a record

Pick the record to run against. The field is labeled for the record type your trigger uses — Test client, Test task, Test meeting, and so on. For email triggers, also choose the book under Run in book.
4

Run it

Click Run automation.
The run appears in the automation’s run history alongside its normal runs, where you can open it and review each action.
A test performs real actions. It sends real emails and text messages, and it changes real records — exactly as a live run would. Choose your test record accordingly.Two other things to know: the test runs the last published version, so unpublished changes in the editor are not included, and trigger conditions are bypassed, so the automation runs even if the record wouldn’t normally qualify.

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The automation canvas

The canvas is where you visually build your automation. It displays:
  • Trigger node — the event that starts the automation (always at the top)
  • Action nodes — the steps that run in sequence
  • Branch nodes — conditional paths that split the flow (see Branch)
  • Note nodes — free-form annotations you can add anywhere on the canvas for your own reference
Use the toolbar in the bottom-left corner to zoom in, zoom out, or fit the entire automation to the screen. You can also add note nodes from the toolbar.

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The edit panel

Clicking any node on the canvas opens the edit panel on the right side. The panel shows:
  • The node’s type, icon, and description
  • Configuration fields for the trigger or action
  • A switch button to change to a different trigger or action type
  • A delete button to remove the node
Switching a trigger or action type replaces its configuration. Your previous settings for that node are not preserved.

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Edit an automation

1

Open the automation

Click any automation on the automations list page to open it in the editor.
2

Make your changes

Click any node to edit it, add new actions, or delete existing ones. The publish bar at the bottom indicates you have unpublished changes.
3

Publish your changes

Click Publish changes in the bottom bar. Your updates take effect immediately.
To undo your changes, click Discard in the bottom bar. The automation reverts to the last published version.

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Enable or disable an automation

Toggle the Active switch to enable or disable an automation without deleting it. You can toggle it from two places:
  • Automations list page — the Active column has a toggle for each automation
  • Automation editor — the toggle is in the top-right corner, labeled Enable automation
Disabled automations keep their configuration but do not run.

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Delete an automation

1

Open the automation

Click the automation on the list page to open the editor.
2

Go to the Settings tab

Click the Settings tab.
3

Delete the automation

In the Danger zone section, click Delete automation. Type the automation name to confirm.
Deleting an automation permanently removes it and all its run history. This cannot be undone.

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Rename an automation

1

Open the Settings tab

Open the automation and click the Settings tab.
2

Change the name

Update the Name field and click Save.

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Share an automation across books

If your company has multiple books, you can run the same automation in more than one book. Sharing is configured in the Sharing section of the automation’s Settings tab.
The Sharing section only appears for company admins. Standard users can edit automations in their own books but cannot change which books an automation runs in.

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Apply to all books in the company

Toggle Apply to all books in company on to share the automation with every book in your company. New books added later are included automatically — no need to revisit the setting when you add a book.

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Share with specific books

When Apply to all books in company is off, the Share with specific books list appears below the toggle. Check the books you want this automation to run in. Uncheck a book to stop the automation from running there.
An automation cannot be set company-wide if it references book-specific resources — tags, sequences, email integrations, book-level pipelines, book-level project types, and similar. Remove or replace those references first, then enable the toggle.
Company-wide pipelines and company-wide project types are allowed in Create opportunity, Find opportunity, Move to stage, and Start project actions on a company-wide automation. Only book-level pipelines and project types block the company-wide toggle.

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Drafts

When you start building a new automation, your work is saved as a draft automatically. If you leave the editor before publishing, the draft is preserved. The next time you click New automation, you’ll be asked:
  • Continue editing — reopen your draft where you left off
  • Start fresh — discard the draft and start with a blank canvas
Drafts are per-user — other team members won’t see your unpublished drafts.

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Validation

The publish bar shows validation errors if your automation has issues. Common validation messages include:
  • Missing required fields on a trigger or action node
  • Nodes that are not fully configured
Click the node with the error to see which fields need attention. You cannot publish until all validation errors are resolved.

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FAQ

Not directly. To create a similar automation, start from scratch and configure the same trigger and actions.
Yes. The automation builder supports real-time collaboration — multiple team members can view and edit the same automation simultaneously.
No. Chat only edits the draft. The published version keeps running until you review the canvas and click Publish.
The automation has not been published yet, or its trigger doesn’t support testing. Publish the automation first, then reopen the editor.
Runs that are already in progress continue using the version that was active when they started. Your changes only apply to new runs after you publish.

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Next steps

Triggers reference

See every trigger type and how to configure it.

Actions reference

See every action type and how to configure it.