Actions
The Then card of an automation holds its steps: what Quanty does when the trigger fires and the conditions hold. The steps run in order, Step 1 first. This page walks every step, its fields and limits, the recipients you can pick and the values you can put into a message.
Before you start
- You need edit access to the project (see Automations).
- Send a WhatsApp message needs a connected WhatsApp number and Send an SMS the SMS channel; both need the Gold plan or higher (see WhatsApp and Integrations).
- Sending an e-mail from your own address needs a mailbox that can send (see Mailboxes); without one, e-mails go out from Quanty.
Add a step
- Click Add a step under the last step.
- Pick the kind of step.
- Fill in its fields in the panel on the right.
The step menu of a step moves it (Move up, Move down) or removes it (Remove action). An automation holds at most 10 steps.
| Step | What it does | Credits |
|---|---|---|
| Notify people | "A bell notification (and an e-mail when the recipient has them on)." | None |
| Send an e-mail | "An e-mail to typed addresses, the people in columns, or team members." | None |
| Send a WhatsApp message | "A WhatsApp message to typed numbers, the numbers in a column, or the person who wrote in." | Per message |
| Send an SMS | "A short text message to typed numbers or the numbers in a column." | Per message |
| Update the record | "Writes values into this record's columns." | None |
| Create a record | "Adds a new row to the chosen table." | None |
| Run AI columns | "Recomputes AI columns for this record (uses credits)." | Per row |
| Call a webhook | Sends the record's data to an address. Shown as off: "Webhooks are off in this installation." A saved webhook step is skipped, not failed. | None |
Notify people
| Field | What it means | Example |
|---|---|---|
| Recipients | "Who gets the notification." See Recipients. | People from the record: Opiekun |
| Title | The notification's title. | New order: {{record.label}} |
| Message | Its text. | Client: {{Klient}} |
The notification appears under the bell in Quanty. Recipients who receive notifications by e-mail get an e-mail too.
Send an e-mail
| Field | What it means | Example |
|---|---|---|
| To | "Addresses, e-mail columns, people from columns or members." | E-mail columns: E-mail klienta |
| Subject | The subject. | [Quanty] {{record.label}} |
| Body | The text of the e-mail. | Your order {{Numer}} is on its way. |
| Send from | Quanty ("No-reply address, Quanty branding") or one of your mailboxes that can send: "E-mails are sent from this address and appear in its Sent folder. They go out as plain messages, without Quanty branding." | Quanty |
| Reply in the same e-mail thread | With an E-mail received trigger and the same mailbox: "The e-mail goes out as a reply to the one that started the automation." An empty subject replies with "Re:" and the original subject. | On |
| Attachments | No attachment, Report as DOCX, Findings as XLSX or a file column of the row. "A row without one gets the e-mail without it." | Report as DOCX |
Limits: 200 automation e-mails an hour per organization, and 100 an hour from one mailbox. An automatic reply is never sent to automatic mail (newsletters, bounces) or to a sender whose address could not be verified.
Send a WhatsApp message
| Field | What it means |
|---|---|
| Send from | Which of your WhatsApp numbers sends it. |
| To | These numbers (up to 10), Numbers from these columns (up to 5 columns) or Reply to whoever wrote (with a WhatsApp trigger). |
| What to send | Write the message (the default: Quanty turns your text into a message template and submits it to Meta when you save), Free text, or An approved template with its fields. |
| Text for the 24 h window | Optional: a plain text sent instead of the template while the customer's 24-hour window is open. |
WhatsApp lets a business send free text only within 24 hours of the customer's last message; outside that window only an approved template goes out. Quanty checks the window for every recipient before sending: inside it, free text is sent; outside it, the approved template; a recipient whose template is still waiting for Meta, was rejected, or who would need a template you did not set is skipped, and the run shows why. A message is at most 4 096 characters, and an organization sends at most 200 WhatsApp messages an hour from automations. See WhatsApp.
Send an SMS
| Field | What it means |
|---|---|
| To | These numbers (up to 10) or Numbers from these columns (up to 5 columns). |
| Text | The message; a long text is cut to three SMS parts. |
"One-way: sent from the name QUANTY, replies are not received." Limits: 30 SMS an hour and 1 000 a month per organization.
Update the record
Set values writes into the columns of the record that started the automation: "Each field gets a template value (e.g. {{now}}) or is cleared."
- Click Add field and pick the Column.
- Type the Value: text, a number, an option of a choice column, or a field such as
{{now}}or{{Klient}}. Clear empties the cell instead.
For example: when Status becomes "Delivered", set Delivered at to {{today}}.
Create a record
| Field | What it means | Default |
|---|---|---|
| Target table | A table within this automation's reach. | |
| Tab | The tab of that table. | First tab |
| New record's label | "The row's text; by default the source record's label." | The source record's label |
| Field values | "The new record's columns, filled from the source record." |
Run AI columns
AI columns: "Which columns to recompute for the record", or All AI columns. "Every run uses AI credits. The automation pauses when the budget runs out." One automation runs AI on at most 200 rows a day; switching on an automation with this step checks first that your organization can spend credits.
With an E-mail received or WhatsApp trigger, Update the record and Run AI columns need a record: "Turn on saving each message as a new record in the trigger."
Recipients
Notify people and Send an e-mail pick recipients from:
| Choice | Who |
|---|---|
| Team members | Members of the organization you pick. |
| People from the record | The people in a person column of the record. |
| E-mail columns | The addresses in an e-mail column of the record (e-mail only). |
| E-mail addresses | Addresses you type (e-mail only). |
| Whole team | Everyone in the organization. |
| Automation creator | The person who made the automation (on by default). |
| Sender of the e-mail | With an E-mail received trigger. |
One step reaches at most 100 recipients.
Fields you can insert
In a title, subject, message or value, Insert field puts a value from the record or the event into the text, written in double braces. A column is inserted by its name, for example {{Klient}}.
| Group | Fields |
|---|---|
| Record | Record link, Record label, Record id, and every column of the table. |
| Other | Date and time, Today's date, Automation name, Table name, Who triggered it. |
| Schedule digest | Records count, Records list, Records table. |
| Sender address, Sender name, Recipients, E-mail subject, E-mail body, Received at, Attachment names, Receiving mailbox. | |
| Invoice | Invoice number, KSeF number, Register, Document type, Seller, Seller's NIP, Buyer, Buyer's NIP, Net total, VAT, Gross total, Currency, Issue date, Our NIP. |
| Sender's number, Sender's name, Message text, Received at, Attachment names, Receiving number. |
Check the message with Test
Test with Dry run shows each step with the recipients and the text as it would go out, with the fields filled in from a real record (see Testing and run history).
Good to know
- Order matters. With Stop on error on (the default), a failed step skips the steps after it.
- What costs credits. WhatsApp messages and SMS are charged per message from your credits, and Run AI columns per row; e-mails, notifications and record changes cost nothing (see Testing and run history).
- No credits left. A WhatsApp or SMS step is skipped while your organization cannot spend credits, and an automation with Run AI columns pauses.
- Your own address. E-mails from Quanty come from a no-reply address. To let customers answer you, send from a connected mailbox.
Related pages
- Automations: the Automations page and the builder.
- Triggers and conditions: what starts the steps.
- Testing and run history: what each step did.
- WhatsApp: numbers, templates and the 24-hour rule.