Automatic Rules

What is this for?

An automatic rule performs an action for you whenever something happens in your records. For example, “when a new request is created, notify the responsible team” or “when the stage changes to Done, fill in the completion date.” You set the rule once instead of checking records by hand.

Each rule answers three questions: when (a record is created, updated or deleted, or a specific field changes), under what condition (optional, for example only if the amount is above a set value) and what to do (send a notification, notify another app, or fill in a field automatically). You define the rules and the platform carries them out. A rule does not hold up saving your record.

Example scenario

At a facility management company, support lead Elif sets up two rules for the “Maintenance Request” record type. Rule 1: when a new request is created with priority “High”, the relevant team receives a notification. Rule 2: when a request moves to the Done stage, the completion date field is filled in automatically. Elif no longer has to check the lists each morning for urgent requests, and completion dates fill in without anyone typing them.

Who uses it

• Process owners: People who want to automate repeated manual steps such as sending notifications, filling fields or alerting another team.
• Record type designers: People who define what happens on which event for which record type and manage the rules.
• Integration owners: People who want to notify another app, such as an accounting or messaging tool, when a record changes.

Step by step

1. Choose a record type. Decide which record type the rule is for, and open its Triggers section.
2. Pick the event. Choose when the rule runs: when a record is created, updated or deleted, or when a specific field changes.
3. Add a condition (optional). If the action should run only in certain cases, define a condition, for example only when priority is “High”.
4. Choose the action. Decide what happens: send a notification, notify another app, or fill in a field automatically.
5. Enter the action settings. Provide what the action needs: the recipient and message for a notification, the address for a notice to another app, or which field gets which value.
6. Activate the rule. Once you save, the rule is active. You can turn it off or edit it at any time. You can also set up several rules for the same event and set their order.

Process flow

flowchart TD
    A[Record created updated or deleted] --> B{Matching rule exists}
    B -- No --> Z[Nothing happens]
    B -- Yes --> C{Condition met}
    C -- No --> Z
    C -- Yes --> D[Action runs]
    D --> E{Completed without problems}
    E -- Yes --> F[Done]
    E -- No --> G[Failed actions are listed]

Frequently asked questions

Do I have to wait for the rule to finish before saving my record? No. Your record is saved immediately. Even if another app responds slowly, you can keep working.

What happens if an action does not complete? It appears in a separate list where it can be reviewed. Nothing disappears silently.

Is it safe to notify another app? Yes. These notices are sent over a secure connection.

Can I set up more than one rule for the same event? Yes. For example, when a record is created you can send a notification and fill in a field. You can set the order and turn each rule on or off separately.

Can I write my own code in a rule? No. For safety, rules only run ready-made action types: notifications, notices to other apps and field filling. Running free-form code is not part of this feature; more advanced automation needs are handled through separate, controlled options.