How to Understand the Structure of an Automation

Automations allow you to standardize processes and reduce manual tasks. They work in a simple way: an event occurs, conditions are evaluated, and if met, an action is executed. Below you will learn each part of this structure.

1st Step: Accessing the Automations Administration Module

In the lower left side menu, click “Automations” to view the full list. This section displays all configured automations and organizes them by context:

• Pipeline Cards
• Database Records
• Tasks
• Users

2nd Step: Basic Fields (Name, Group, and Description)

When creating an automation, fill in the initial fields:

• Name: define a clear title that identifies the automation purpose.
• Group: organize automations by area, team, or process. If the group does not exist, type to create a new one.
• Description: describe the objective and logic of the automation to support future maintenance.

3rd Step: Defining the Entity

The Entity determines which object the automation will apply to. Available options are:

• Pipeline Cards: cards created in pipelines.
• Database Records: records in databases.
• Tasks: tasks linked to cards.
• Users: user profiles in the platform.

4th Step: Choosing the Event

The Event defines when the automation will be triggered and varies depending on the selected entity:**Pipeline Cards

• Create: triggered when a new card is created.
• Update: executed when card information is modified.
• Delete: triggered when a card is removed.
• Move: triggered when the card changes stage in the pipeline.
• Task Completed: executed when a linked task is completed.
• All Tasks Completed: triggered when all linked tasks are completed.

Database Records

• Create: triggered when a new record is inserted.
• Update: executed when record data is modified.
• Delete: triggered when a record is removed.

Tasks

• Create: triggered when a new task is created.
• Update: executed when the task is edited.
• Delete: triggered when the task is removed.
• Task Completed: triggered when the task is marked as completed.

Users

• Create: triggered when a new user is created.
• Update: executed when profile or permission data is changed.
• Delete: triggered when a user is removed.

Each entity has its own triggers, providing flexibility to adapt automations to the desired process.

5th Step: Defining the Action

The action is what happens when the event occurs and the conditions are met. Available options include:

• Send Email
• Send SMS
• Send Slack, Discord, or Google Chat
• Duplicate Record
• Add Note
• Trigger Webhook
• Move Card
• Change Card Owner
• Calculate Field Value
• Change Field Value
• Create Task
• Add Tag to Card
• Remove Tag from Card
• Remove All Tags from Card In octapipe, each action opens specific settings, such as defining the email recipient or the destination pipeline when moving a card.

6th Step: Configuring Conditions

Conditions allow you to refine the automation so that it only runs in specific scenarios. You must define:

• Field: attribute that will be evaluated (such as name, status, date, or custom field).
• Operator: varies depending on the field type (e.g., equal, not equal, contains, greater than, less or equal).
• Value: can be selected from a dropdown list or entered manually.

Example: Field Status + Operator equal + Value Completed → the automation only runs when the status is completed.

7th Step: Configuring Specific Actions

Some actions require additional configuration to define how they will be executed. When selecting the action in the form, the “Settings” section will be automatically displayed with the corresponding fields:

• Send Email: define Sender, Recipient, Subject, and Message. It is possible to use variables from custom fields to dynamically fill the content.
• Send SMS: enter the recipient number and message text. Also supports variables.
• Send Discord / Google Chat / Slack / other connectors: define Endpoint or channel and message content.
• Duplicate Record: does not require additional configuration; duplication is performed automatically.
• Add Note: fill in the Note field with the desired text.
• Trigger Webhook: configure Method (GET, POST, etc.), Endpoint, Headers, and request Body.
• Move Card: select the destination Pipeline and Stage.
• Change Card Owner: select the new owner in the Owner field.
• Calculate Field Value: define the Field to be updated and the Formula used to calculate the new value, supporting variables.
• Change Field Value: select the Field and define the new Value to be assigned.
• Create Task: fill in Task Title, Owner, Start Days, End Days, Description, Priority, and Status.
• Add Tag to Card: select the tag to be applied.
• Remove Tag from Card: select the tag to be removed.
• Remove All Tags from Card: does not require additional configuration; removes all tags from the card automatically.

These options allow each automation to be customized according to the need, using both fixed values and dynamic variables from custom fields.

8th Step: Using Custom Field Variables

In the “Settings” menu, some actions such as “Send Email”, “Send SMS”, or “Calculate Field Value” allow the use of variables that automatically pull data from custom fields.

These variables appear in the selection menu next to the fields and are represented by markers such as {cf_uuid_field_name}.

• Example in email: “Welcome, {cf_uuid_customer_name}” → in the actual send, it will display “Welcome, Diogo”.

• Example in calculation: “{cf_uuid_price} - {cf_uuid_discount}” → the automation performs the calculation using real values stored in cards or records.

This ensures that the automation is flexible and personalized for each card, task, or record without needing to rewrite the rule.

9th Step: Saving the Automation

After completing the setup, click “Create Automation”. The automation will be created and will take effect immediately.

Best Practices:

• Create clear and objective names to facilitate identification.
• Use groups to organize automations by process or team.
• Document the automation logic in the description.
• Test with sample records before applying in production.
• Review periodically to ensure they still meet current needs.

Conclusion:

You have understood how the structure of an automation works, from basic fields to entities, events, actions, and conditions. With this knowledge, it is possible to create well-organized rules that improve process efficiency within octapipe. If you have any questions, contact our support team.