Automations
Describe the routine. It runs on its own.
Write a rule in plain words, see how often it would have run in the last 7 days, and try it on one record before you save it. Emails to others and writes to connected apps wait for a yes.
The problem
The same Monday-morning checks, every week, by hand.
Someone opens the invoices, filters the unpaid ones, writes them up and sends them round. When they’re away, nobody does.
Automation tools could do it, if anyone had the time to learn triggers, filters and field mappings.
How it works
From a sentence to a rule that runs, in four steps.
- Say it in wordsIn the Operator chat or on the Automations page: “Every Monday at 9, send me the unpaid invoices.”
- Read the rule cardNumbered steps, anything it can’t do yet, and how often it would have run in the last 7 days.
- Try it on one recordSee what it would do before anything is saved.
- Approve, and watch it runEach rule shows Live or Paused, its runs and its last run, step by step.
Rules in words
A rule card you can read, not a flowchart you have to build.
When a sentence needs more than a ready-made rule, a model composes a rule card: numbered steps, plus anything it can’t do yet, with Approve, Edit or Not now. In the chat, nothing is saved until you say yes. Prefer to see it as a flow? The canvas draws the same rule and lets you edit it there.
- On a scheduleA time of day, a day of the week, or every few hours.
- When a row changesA row added or changed, or a number crossing a threshold.
- When a date passesA due date, a renewal, a review.
- From a connected app“An order arrives from Shopify”, once the app is linked to a list.
Run history
Every run, step by step.
Each rule shows whether it’s Live or Paused, how many times it has run and when it last ran. Open any of its last 5 runs to see each step and what it did, run it now, or pause it.
Capabilities
What a rule can start on, do, and ask about.
- TriggersA schedule, a row added or changed, a number crossing a threshold, a date passing, a connected app’s records, or by hand.
- StepsSummarize, assign, notify, post on the Team wall, update or add a row, wait up to 30 days, make a document or a report, and send the report.
- Steps for your books and appsPost to a balance or a journal entry; tag or note a Shopify order, set stock, set a WooCommerce order status, draft a WordPress post.
- Approvals inside rulesEmails to anyone but you, sending a report, and a rule’s first write to a connected app wait for a person’s yes.
- Trust that’s earnedFive clean runs move a rule up a level; a failure moves it back down. A rule on the first level asks before it writes to a connected app.
- See it as a flowThe canvas draws the rule as a flow, and you can edit it there.
Trust
Every number comes from your own rows.
The Operator works each figure out from your data, shows where it came from, and asks before it changes anything.
- TracedEvery figure links to the rows and the query that produced it.
- ApprovedChanges the Operator proposes wait for your yes. Most changes can be undone, and a deleted list can be restored for 7 days.
- ScopedEach Space sees only its own rows; the Operator reads only what your role allows.
- Your AI privacy levelChoose, per Space, what a model may see: names and values, names only, stand-in names, or nothing.
Questions
What people ask first.
Do I have to learn a rule builder?
No. Write the rule in a sentence, in the Operator chat or on the Automations page. If no ready-made rule fits, a model composes a rule card for you to approve, edit or turn down.
What runs without asking me?
Once you’ve approved a rule, its changes inside your workspace, like updating or adding a row, run on their own. Emails to anyone other than you, sending a report, and the rule’s first write to a connected app wait for a person’s yes.
Can a rule email my customers?
Only a report, after a yes. A rule can email your own team’s people, and its Send the report step sends a report to addresses written into the rule, each time after a person’s yes. Other email to outside addresses isn’t a step yet.
Can I undo what a run changed?
Not as one step today. The run’s trace shows what each step did, and you can pause the rule at any time.
How many automations can I have?
Active automations: 5 on Starter, 50 on Growth, 500 on Scale. Paused rules don’t count, and after a downgrade your existing rules are kept.
What if a step fails?
The run’s trace shows which step failed, and the rule moves down a trust level; five clean runs move it back up.
Start with one question.
Ask the Operator anything about DataXGen AI here, or start your trial and ask it about your own business.