Triggers and conditions
The When card of an automation holds its trigger, "the event that starts the actions", and the If card the conditions a record must meet. Together they decide when the steps under Then run. This page walks every trigger and its fields, the conditions, and the limits under Limits and behaviour.
Before you start
- You need edit access to the project (see Automations).
- E-mail received needs a connected mailbox (see Mailboxes), WhatsApp message received a connected WhatsApp number (see WhatsApp), and KSeF invoice received a KSeF connection whose register writes into this table (see KSeF e-invoices). The last two need the Gold plan or higher.
- Card enters a lane needs a Kanban view of the table (see Kanban boards), and Form submitted a form on it (see Forms).
Choose the trigger
Click the When card and pick the trigger under When to run.
| Trigger | When it starts | Its settings |
|---|---|---|
| Record created | "When a new row appears in the table." | None. |
| Record updated | "When a value changes in the chosen columns." | Watched columns; none chosen means Any column. |
| Record matches conditions | "When a record starts matching the conditions (once, on change)." | At least one condition on the If card. |
| Form submitted | "When someone submits a form." | Form: one form, or Any form. |
| On a schedule | "Daily, weekly or every few hours." | See On a schedule. |
| Card enters a lane | "When a kanban card lands in the chosen lane." | Kanban board and Lane. |
| E-mail received | "When an e-mail arrives in a connected mailbox." | See E-mail received. |
| WhatsApp message received | "When a message arrives on a connected WhatsApp number." | See WhatsApp message received. |
| KSeF invoice received | "When a new invoice arrives in a connected KSeF register." | See KSeF invoice received. |
Record matches conditions fires once when a record starts to match, not again while it keeps matching. Record updated fires on every change of a watched column.
On a schedule
| Field | What it means | Default |
|---|---|---|
| Schedule | Daily, Weekly or Every few hours. | Daily |
| Time | The time of day, for Daily and Weekly. | 09:00 |
| Weekdays | The days, for Weekly. | Monday |
| Every N hours | 1 to 168 hours, for Every few hours. | 6 |
| Time zone | Warsaw, Berlin, London, Paris, Madrid, Rome, Amsterdam, Prague, Vienna, Kyiv, New York, Chicago, Los Angeles, Dubai, Tokyo or UTC. | Europe/Warsaw |
| Mode | Digest: "One run with the list of all matching records." Per record: "A separate run for each matching record (once per record)." | Digest |
A schedule looks at the records that meet the conditions of the If card. A digest lists at most 200 records; use the fields Records count, Records list or Records table in the message (see Actions).
E-mail received
| Field | What it means | Example |
|---|---|---|
| Mailbox | The mailbox to listen to. A private mailbox works only in automations made by the person who connected it. | Zlecenia (Gmail) |
| From | Sender addresses or domains. | @nowak-logistics.pl |
| To | Recipient addresses. | zlecenia@twojafirma.pl |
| Subject contains | Words in the subject. | zlecenie, order |
| Body contains | Words in the text. | CMR |
| Only e-mails with attachments | Leaves out e-mails without files. | On |
Each filter takes several values separated by commas (up to 20 values and 500 characters). Recent e-mails in this mailbox lists the last messages with Matches or Filtered out, so you can check the filters before you switch the automation on.
"Only e-mails that arrive after the automation is turned on will run it." E-mails already in the mailbox are never processed.
Saving the e-mail as a record
Under Save to the table, Save each e-mail as a new record (on by default) creates one record per e-mail and lets you choose which column receives each part: Sender address, Sender name, To, Subject, Body, Received at and Attachments (the attachments need a file column). Do not save skips the record; the automation then can only notify or send, and the steps Update the record and Run AI columns are not available.
An e-mail automation has no record conditions: the e-mail is filtered by the fields above.
WhatsApp message received
| Field | What it means | Example |
|---|---|---|
| Number | The WhatsApp number to listen to. You must choose one. | Dyspozycja |
| From this number | Only messages from these senders. | +48 601 234 504 |
| The text contains | Words in the message. | palety, kwit |
| The message has an attachment | Only messages with a photo or a file. | On |
Create a row for the message makes one record per message: "One row per message, in the table this automation runs on, filled from the fields below." Map Sender's number, Sender's name, Text, Received at and Attachments to columns, or leave a part out. Attachments are saved as files in the file column. Only messages that arrive after the automation is switched on run it.
KSeF invoice received
| Field | What it means | Default |
|---|---|---|
| KSeF connection | The NIP to listen to. | Any connected NIP |
| Register | Both registers, Purchase or Sales. | Both registers |
| Seller's NIP, Buyer's NIP | Only invoices from or to these companies. | Empty |
| Document type | KSeF codes: VAT, KOR, ZAL, ROZ or UPR. | Any |
| Currency | For example PLN or EUR. | Any |
| Gross total | From and To, both included. With a bound set, an invoice without a total is skipped. | Empty |
This trigger never creates a row: the KSeF sync has already written the invoice into the table. That is why it works only on a table a KSeF register writes into; on any other table the builder says so. Its steps can work on the invoice's record, for example Run AI columns on it. Only invoices that arrive after the automation is switched on count. See KSeF e-invoices.
Conditions
The If card holds the conditions. With conditions set, the card reads Only when and lists them; in its panel they sit under Conditions for Record matches conditions and under Only when for the other record triggers. With none, Record matches conditions asks "Set the conditions that start this automation", and the other record triggers say Every time: "No conditions. Add some to run only for certain records." For e-mail and WhatsApp triggers it says "Messages are filtered in the When step".
- Click the If card and Add condition.
- Pick the column, the operator and the value.
- Under Match, choose All (every condition must hold) or Any (one is enough).
| Operator | Works on |
|---|---|
| is, is not, contains, does not contain, is empty, is not empty, is any of | every column |
| greater than, less than, at least, at most | numbers |
| before, after | dates |
| is checked, is unchecked | checkboxes |
Besides the table's columns you can test Created at, Updated at and Record label. A date can be relative: now, today, now+24h, now-2d or today-7d (units h, d and w), so "Due date before now" means "overdue". An automation holds at most 20 conditions.
Limits and behaviour
The trigger's panel ends with Limits and behaviour: "How often this automation may run, and what happens when a step fails."
| Setting | What it means | Default |
|---|---|---|
| Runs per hour | "At most this many runs in one hour." 1 to 1 000. | 60 |
| Wait before running | "Seconds to wait after a change, so a burst of edits makes one run." 0 to 3 600. Not shown for e-mail, WhatsApp and KSeF triggers. | 5 |
| Stop on error | Skips the remaining steps when one fails. | On |
| Once per record | Runs at most once for the same record. Not shown for message and KSeF triggers. | On |
Keep Once per record on for notifications
Without it, an automation on Record updated sends a message on every edit of a watched column. Turn it off only when you really want a run for every change.
Good to know
- Only new events. E-mail, WhatsApp and KSeF triggers never look back: switching an automation on does not process what arrived before.
- Edits in bursts. Wait before running collects quick edits of one record into one run.
- Values from AI columns. A value an AI column writes counts as a change: it can start Record updated and Record matches conditions, so you can act on an AI result as soon as it lands (for example Record matches conditions with "Category is invoice"). The values that an automation's own Run AI columns step writes never start that same automation again.
- Chains stop at three. A change made by one automation can start another one, up to three deep.
- A deleted table. The automation shows Table deleted and stops.
Related pages
- Automations: the Automations page, templates and the builder.
- Actions: what the steps under Then can do.
- Testing and run history: test a trigger on a real record.
- Mailboxes: connect the mailbox an e-mail trigger listens to.