Automations
Write When → Then rules once and let them run on their own, from the "Workspace automation center" (Sidebar → Build → Automations).
Building a rule
- 1Open the Workflows & Approvals section and find Build a rule.
- 2Give the rule a name.
- 3Under When, pick a trigger and fill any conditions that narrow it (for example only in one project, only at a priority, or only when a deal moves into a won stage).
- 4Under Then, pick an action and fill its fields. The line beside the button lists anything still missing.
- 5Press Create rule (off). Every rule is created switched off so you can read it back first.
- 6Turn it on by asking the AI agent (for example "turn on my overdue-task rule"). The agent can also edit, switch off or delete a rule; the page itself has no on/off switch.
The trigger and action lists are read from the automation engine itself, so every trigger and action the product supports appears in the builder.
Triggers
- Tasks — task created, moved (between columns), completed, assigned, overdue, or a custom property changed.
- Deals — deal moved stage (on a stage change only, never on create or import), deal document signed (an XDocs agreement on a deal is completed), a meeting is booked, and broker-dealer match found.
- Mail and connected tools — email received on a connected mailbox, an item from a connected tool (Jira, ClickUp, Asana, Monday, Notion), a GitHub pull request, issue or push, a calendar event, a finance event (ClearBooks or Stripe), and an XDocs document event (signed, declined, voided, expired, read or downloaded).
Actions
- On the task — assign it, move it, set a field (priority, tag or due date), add or remove a tag, comment, move it to another project, send a notification, or set a custom property.
- Hand it to the AI agent— the agent decides what to do with its full toolset, under the rule author's permissions. It is queued, not instant, and you choose whether it may send email or messages.
- On the deal— send the engagement letter (an XDocs template, skipped if the deal already has a live envelope), start the campaign (enroll the deal's contacts in a cadence), start the investor campaign, start an issuer campaign, move the deal to a stage, open a task, or open the deal's Slack channel and Drive folder.
- Open a Water Cooler debate— two to four AI employees discuss the event. It spends the rule author's credits.
Autonomy and authorization
A rule whose action would send email or messages beyond the workspace's autonomy ceiling shows Needs admin authorization to send. An admin can press Authorize this rule to let that one rule act on its own without raising the ceiling for anyone else, and Revoke authorization at any time. Editing the rule cancels the authorization.
Checking that a rule fired
Click a rule under Live rules to see its When and Then, its author, when it last ran, and its Run history — each firing, and whether it was queued, ran, or was refused (for example for lack of credits).
The other sections
The page also has Project agents, Ingestion & Sync, Triage & Recurring and Self-healing data sections, and KPI tiles for active automations, hands-off actions in the last 7 days, approval SLA hit rate and issues auto-healed.
