Table triggers and row approval
Besides project automations, every table has its own Triggers: "Run this sheet automatically when something happens." A trigger adds a row for each new Gmail e-mail, or runs the table's AI columns (or adds a row) on a fixed interval or a weekly schedule. Rows that a trigger or a Google Sheets import adds can wait for a person to accept them.
Before you start
- Triggers are set up by people who can edit the table.
- A Gmail trigger needs a Gmail mailbox that is connected for reading and shared with the organization (see Mailboxes). A Gmail account connected privately says: "This Gmail account is connected privately on the Integrations page. Share it there to use it in sheet triggers." When your Gmail card says it is connected for sending only, use an automation with the E-mail received trigger and a Quanty inbox address instead (see Triggers and conditions).
- Running AI columns spends credits (see Credits and usage).
Open the Triggers panel
Click the lightning button in the table's toolbar: "Run this sheet automatically: on new emails or on a schedule". A number on it says how many triggers are active. The panel lists the table's triggers; Add trigger adds one. With none: "Add one to run this sheet on new Gmail emails or on a schedule."
Add a trigger
- Click Add trigger and pick the type.
- Give it a Name, for example "New supplier invoices".
- Fill in its settings (below), the options and, if you want, the usage limits.
- Click Create trigger.
| Type | What it does |
|---|---|
| New Gmail email | "Adds a row for every new email that matches your filter" |
| Fixed interval | "Runs repeatedly, e.g. every 30 minutes" |
| Weekly schedule | "Runs on chosen days at a set time" |
New Gmail email
| Field | What it means | Example |
|---|---|---|
| Gmail search filter (optional) | "Any Gmail search works. Leave empty to catch every new inbox email." | from:invoices@supplier.com has:attachment |
| Save attachments to the library | Stores the attachments in Files, so file and AI columns can read them. | On |
| Put email fields into columns | "Optional. Pick columns to receive the sender, subject, date and body.": Sender, Subject, Received at, Body and Attachments (file column). | Subject: Temat |
The panel says which account it watches ("Watching zlecenia@twojafirma.pl"). Only e-mails that arrive after the trigger is created are added.
Fixed interval and Weekly schedule
| Field | What it means | Default |
|---|---|---|
| Run every | 15 min, 30 min, 1 h, 6 h or 24 h, or a Custom interval in minutes, hours or days: from 5 minutes to 7 days. | |
| On days, At time (UTC) | For Weekly schedule: the days and the time, in UTC. | |
| What should happen | Run AI columns ("Recomputes this sheet, like pressing Run", with Columns to run) or Add a new row ("Appends a timestamped row; AI columns can run on it"). | |
| Put the fire time into column | Writes the time of the run into a column of the new row. |
Times are in UTC
A weekly schedule runs at the time you set in UTC: 08:00 UTC is 09:00 in Warsaw in winter and 10:00 in summer. Project automations have their own time zone setting.
Options and usage limits
| Option | What it means | Default |
|---|---|---|
| Run AI columns on new rows | New rows are processed at once. | On |
| Hold new rows for approval | New rows wait for a person to accept them (see Row approval). | Off |
| Max runs per day | Up to 2 000. | No limit |
| Max credits per run | Stops a run that would spend more. | No limit |
| Max credits per month | Caps what the trigger spends in a month; it cannot be lower than the per-run limit. | No limit |
"Optional. Leave blank for no limit. A trigger keeps spending on every run until you pause it." Estimated cost shows the price Per run (or Per email), Per day and Per month, and your Balance now: "An estimate, not a quote. A longer document costs more."
Manage triggers
Each trigger shows its last run ("Last run 10:05" or "Not run yet"), how many rows it added this week and its limits. Its buttons: Run now, Pause or Resume, Columns (which AI columns a run recomputes) and Delete: "It stops firing immediately. Rows it already created stay in the sheet."
Recent activity lists the runs: "2 row(s) added", "no new emails", "sheet run queued" or Failed, each marked auto or manual.
Undo a run
Undo next to a run removes the rows that run added ("Rows removed"). A run that is still working can be undone once it finishes.
When a trigger pauses
A trigger pauses itself and says why:
- Paused: reconnect Gmail in Integrations: the Gmail account lost its access. Reconnect it, then Resume.
- Paused: out of AI credits: three runs in a row could not spend credits. Top up, then Resume.
Other failures do not pause a Gmail trigger: it checks the mailbox less and less often, at most once an hour, until it works again.
Row approval
Rows added by a table trigger with Hold new rows for approval, or by a Google Sheets import with Require approval before imported rows are visible to others, wait in the grid for a person:
- A small lightning mark at the start of the row says where it came from ("via New supplier invoices").
- A waiting row is tinted and carries Awaiting approval, with two buttons:
- Accept: "keep this row and run its AI columns".
- Discard: "remove this row".
Project automations do not hold rows for approval: a row they create is a normal row at once.
Good to know
- Triggers and automations side by side. A table trigger runs the table itself (rows from Gmail, AI runs on a timer); a project automation reacts to events and notifies, sends or changes records. Both can work on the same table.
- Copies. Duplicating a table does not copy its automations.
- Gmail only. Table triggers read Gmail. For other mailboxes or a Quanty inbox address, use an automation with E-mail received.
Related pages
- Automations: project automations and their templates.
- Mailboxes: connect and share a Gmail mailbox.
- Google Sheets: imports that can wait for approval.
- The grid: the table toolbar.