Space Automations

Space automations take care of the routine steps in a space for you. Each automation says: when something happens to an item, and only if it matches your conditions, do one or more actions. For example, when a candidate moves to Interview, assign the interviewer and set a due date three days out. Automations run on their own for every item in the space, so your team doesn't have to remember each step.

Space automations work on items inside one space. To automate conversations, contacts and messages, use Workflows.

#Before you begin

You need the Create spaces and change their fields permission to create, edit or turn off automations. Owners and Admins have it.

#How an automation works

#Actions

#How to create an automation

1. Open the space and click the Space options menu (⋯) next to the settings gear, then Automate. You can also open Space settings (the gear) and go to Automations.
2. Click New automation.
3. Give it a Name, such as "Assign interviewer".
4. Under When, pick the trigger:
   • For The status changes, choose to any status or a specific status, such as "moves to Interview".
   • For A field changes, choose the field.
5. Under Only if, add conditions if the automation should only run for some items. For example, Priority is High.
6. Under Then, click Add action and set it up. Add more actions if you need them.
7. Save the automation. It's on straight away.

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Spaces › open a space › Space options › Automate › New automation

The automation dialog with the name "Assign interviewer", When set to "The status changes" and "moves to Interview", one condition (Priority is High), and two actions: Assign to (a member) and Set due date (3 days from now).

File: screenshots/space-automations-editor.png

#How to manage automations

The Automations list shows each automation with its trigger, the number of actions and how many times it has run.

• Use the switch to turn an automation on or off without deleting it.
• Click the edit button to change it.
• Click the delete button and confirm to remove it. It stops running right away.

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Spaces › open a space › Space settings › Automations

The Automations card with three automations, each with its description, action count, a "Ran 12 times" badge, the on/off switch, and the edit and delete buttons.

File: screenshots/space-automations-list.png

#Examples

• Hiring: When the status changes to Offer, notify a member from HR and add a comment "Prepare the offer letter".
• Client requests: When an item is created, assign the account manager and set the due date 2 days from now.
• Content: When the Platform field changes, set Status to Needs review.

#Notes and limitations

• An automation can have up to 10 conditions and up to 10 actions.
• Changes made by an automation don't start other automations. This prevents loops.
• Each change an automation makes shows in the item's Comments & activity as Automation "name".
• Notifications go to the bell in Resool. People choose how they're alerted for spaces in Notification settings.

#FAQ and troubleshooting

#My automation didn't run.

What you can do:

• Check that its switch is on in the Automations list.
• Check the conditions under Only if. The item must match all of them.
• If another automation made the change, remember that automations don't trigger each other.

#Can an automation run on items that already exist?

Automations react to changes. They run when an item is created, changes status or has a field changed after the automation is saved.

#Can a space automation send a message to a customer?

No. Space automations act on items and notify teammates. To message customers automatically, use Workflows.

#Where can I see what an automation changed?

Open the item. The Comments & activity thread shows each change and the automation that made it.

#What's next?

• Fields and Statuses
• Working with Items
• Workflows