Let Gript do the repetitive clicks for you. An automation is a simple "when this happens, do that" rule that runs on your board, no code required.
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What is an Automation?
In plain English: a rule that watches for something to happen, then does the work for you.
The Automations hub
Sidebar, Automations
An automation eliminates repetitive clicks: assigning items, sending notifications, moving things to the right group, posting to external systems. Every rule is built from two halves:
A trigger (the "when")
The thing that starts the rule: a status changes, an item is created, a date arrives, a button is clicked.
An action (the "do that")
What Gript does in response: notify someone, move the item, send an email, post a webhook, create a follow-up task.
Reads like a sentence: When Status changes to Done, then notify the project lead, and move it to Archive.
Where to build one. From any board, click the Automations icon button in the header (its tooltip reads Automations). That opens the automations list for that board, where you can start a new rule from scratch or from a ready-made template. If you are an account admin, use the Automations hub (covered in section 8) to see every rule across all your boards in one place; the hub is admin-only, so other board members cannot open it.
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How an Automation is Built
One or more triggers, one or more actions, wired together in a two-column editor.
A rule in the editor
Automations, open a rule
The automation editorWhat is where
The left columnThe steps: the trigger, then each action, joined by THEN and AND.
The right columnThe settings for whichever step you have selected.
Adding an actionThe dashed Add action button.
ReorderingThe up and down arrows.
Removing oneThe trash icon.
How they runTop to bottom. If one fails, the rest still run.
Combine triggers with OR or AND
A rule can watch more than one trigger at once. Click "Add trigger" to add another, then use the OR / AND pill between them. OR (the default) runs the rule when any one trigger happens. AND runs it only when every trigger is true at the same time. All of a rule's triggers watch the same source board. Where: Add trigger, then the OR / AND pill.
Two things every action can do
Only run if: give an action a condition (match all or any of a list of field, operator, value rows) and it runs only when the triggering item matches, otherwise that one action is skipped. Across boards: an action that places an item (Create, Move) can target another board in your workspace, as long as you can edit that board. Where: per-action settings on the right.
A note on AND. AND is meant for state-based triggers (status, person assigned, date, group, all subitems complete, approval status). The other triggers are events with no lasting state (a comment being added, a button click, a form submission, an item being created, a column value changing, an item submitted for approval, a schedule); they cannot act as a standing AND condition, so pair at most one of them with state triggers.
Board and group targets stay inside your workspace, but two actions are the exception: Send webhook can post to any external URL you enter, and Send an email can send to any address you choose, so those two do leave your workspace. The trigger watches a source board (this board by default, or any board in your workspace), and actions can only ever touch boards and groups in your own workspace, never across tenants.
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Triggers in Depth
The full list of triggers (the "when"), using their exact names from the editor.
Choosing a trigger
Automations, a rule
These are the exact labels you pick from in the trigger dropdown. Each one has its own options.
TriggerWhat it does and examples
Status changes toFires when a Status column changes to a specific value. Options: which Status column, and which value it must change to. Examples: When status changes to Done, move the item to the Completed group. When it changes to In review, notify the reviewer.
Item is createdFires whenever a new item is added to the board. Restrict it to a specific group; to also limit it by a column value, add an Only run if condition to the action itself, since the trigger only filters by group. Examples: Auto-assign new items to a triage owner. Notify the team when a high-priority item is added.
Column value changesFires when any (or a specific) column value changes. More flexible than Status changes. Options: which column, or any column; it does not watch for one particular value, only that the column changed. Examples: When the Owner column changes, notify the item's assignees. When the Priority column changes, alert the project manager.
All subitems completedFires when every subitem of a parent reaches a done status. Examples: When all subitems of a project phase are done, mark the phase done. When all hiring stages are complete, move the candidate to Offer.
On a scheduleFires on a recurring schedule: daily, weekly (pick the day), or monthly (pick the day of month). A schedule is not tied to any item, so Notify assignees does nothing on it; use Notify someone. Examples: A daily nudge to a fixed person to review the board. A weekly reminder to your team lead.
Date arrivesFires once per item on a daily check when a chosen date column equals today, with an optional day offset (for example 3 days before the due date). Examples: Reminder email 7 days before contract renewal. Notify the reviewer the day a deadline lands.
Approval status changes toFires when an Approval column reaches a specific status: Approved, Rejected, or Changes requested. Only offered in a workspace that has the Approval Workflows feature switched on; an administrator turns it on in Control Panel, under Advanced features. Its optional Approval column setting lists approval columns only, instead of every column on the board. Examples: When a hire is Approved, trigger onboarding. When a design is rejected, notify the designer and move it back to In progress.
Item submitted for approvalFires when any item on the board is submitted into an approval workflow. Only offered in a workspace that has the Approval Workflows feature switched on, since without it there is no approval column to submit into. Its optional Approval column setting lists approval columns only, instead of every column on the board. Examples: Notify the approver the moment a request lands. Create a tracking item on the Reviews board for each submission.
Item moved to a groupFires when an item is moved into a group on this board. Optionally restrict it to a specific destination group, so it fires only on moves into that group. Examples: When an item is dragged into In progress, stamp the start date. When a lead is moved into Qualified, notify the account owner.
Person assignedFires when a People column on an item changes and still has at least one person in it, so removing one of several people fires it too. Does not fire when the last person is removed. Examples: Notify people the moment they are assigned. When an item gets an owner, move it out of the Unassigned group.
Comment addedFires when a comment is posted on an item. Examples: When a client posts a comment, change status to Needs reply. Notify the assignees whenever a new comment lands.
Form submittedFires when a form linked to this board is submitted (which creates the item). Examples: Auto-assign every form submission to a triage owner. Send the submitter a confirmation email, addressed to them using the form's Email column as the recipient (the send-from address is always one of your own mailbox's identities, never the submitter's).
Button is clickedA manual trigger: fires when someone clicks a Button column on a row. Nothing happens until a person clicks, so this is the way to run an automation on demand, on the exact row you pick. Right-click the Button column's header, choose Edit column, and pick an existing automation from the Automation to run list there. Creating a new one from that list still opens the main Automations panel to build the rule, after which you come back and pick it. Examples: A Send reminder button that emails the assignee. An Archive button that sets the status and moves the item.
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Actions in Depth
The full list of actions (the "do that"), using their exact names from the editor.
You can chain as many actions as you like on one rule. They run top to bottom. These are the exact labels in the action dropdown.
ActionWhat it does and examples
Notify someoneSends an in-app notification to one person you choose, with a title and message you write as fixed text (both optional; left empty, Gript sends a standard "Automation triggered" message); it does not fill in column values. Unless that person has muted email notifications or is in quiet hours, Gript also emails them the same title and message. Examples: When status changes to In review, notify the reviewer. When status changes to Blocked, notify the team lead.
Notify assigneesSends an in-app notification to everyone in the item's People column, and unless they have muted email or are in quiet hours, Gript also emails them the same message. Saves you from naming users explicitly, and keeps working when the assignee changes. Examples: A reminder to assignees when an item moves into the Urgent group. A ping when an item they are on gets a new comment.
Change statusSets a Status column to a new value. Examples: When all subitems complete, change the parent status to Done. When approval is granted, change status to Approved.
Move item to groupMoves the item to a different group, on this board or another board in your workspace. Examples: When status changes to Done, move to Archive. When a lead converts, move it onto the Onboarding board.
Assign to personAdds a specific user to the item's People column, keeping anyone already assigned. Examples: Auto-assign new bugs to the on-call engineer. Assign an item to a manager the day its due date arrives.
Assign to a groupAssigns the item to every member of a user group or a team, resolved to the current members when the rule runs. Examples: When status changes to Incident, assign the whole on-call team. When a deal is Won, assign the onboarding squad.
Create an itemCreates a new item in a chosen group, using a title you specify; its other fields come from the target board's own item defaults, not values you set here. Use it to follow up automatically across boards. Examples: When a deal moves to Won, create an item on the Onboarding board. When a bug is Fixed, create a verification task on the QA board.
Send webhookPOSTs a fixed JSON payload to an external URL over a secure (HTTPS) connection. The only setting is the URL itself: Gript always sends the same payload shape (an event name, the board and item ids, the item's name, the trigger's own settings, and a timestamp), so there is nothing to configure beyond where it goes. This is the bridge to anything Gript does not do itself. The receiving system must accept that fixed payload as it is, so a service that expects its own format (such as a Slack channel) needs something in between that converts it. Example: Tell your own system each time a deal closes, so it can look the item up.
Send an emailSends an email from your connected mailbox when the rule fires. You choose Send from (primary address, an alias, or a shared mailbox), the To recipients (Email column, Person column, or manual chips, plus Cc and Bcc), and a rich Subject and Body. Use Insert variable to drop in live values that fill in when the email sends. Examples: Email the client the moment a deal moves to Won, pulling the address from the Client email column.
Submit for approvalAutomatically submits the item into an approval workflow on a chosen Approval column. Only offered in a workspace that has the Approval Workflows feature switched on; an administrator turns it on in Control Panel, under Advanced features. If the board has no Approval column yet, add one from Add column, Approval, then pick it here. Useful for auto-triggering multi-step reviews. Examples: When a content item moves to Ready for review, auto-submit it for editorial approval.
Set approval statusForce-sets an Approval column to a specific status (Approved, Rejected, or Changes requested), bypassing the normal chain. Only offered in a workspace that has the Approval Workflows feature switched on, for the same reason as Submit for approval. Use with care: this overrides any pending reviewers. Examples: Auto-approve an expense item when its status changes to Petty cash. Reject a hiring request when a hiring freeze is active.
Set a column valueSets a chosen column to a value you specify. Works with most simple types: Status, Priority, Text, Long text, Number, Date, Checkbox, Dropdown, Rating, Progress, Email, Phone, Link, Tags, Hour, Duration, and Colour. For Status and Priority the colour comes from the column's own options. Examples: When a form is submitted, set Priority to Normal and a Source tag to Web.
Clear a columnEmpties a column value on the item, resetting it to blank. Examples: When status changes to Reopened, clear the Resolution and the Closed date. When an item moves back to Backlog, clear its assignee.
Set or shift a dateSets a Date column to today, to today plus a number of days, or shifts whatever date is already there by a number of days (positive or negative). Examples: When status changes to In progress, set the Start date to today. When someone clicks a Reschedule button, shift the Due date out by 7 days.
Set date to creation dateStamps a Date column with the date the item was created. Useful for capturing when work actually started. Examples: Record the intake date on every new support ticket. Mark the start date of a project the moment it is created.
Add a commentPosts a comment on the item, authored by the rule's owner. The text can reference live values with double-brace variables such as {{item.name}}. Examples: When an item is created from a form, post a comment such as New submission: {{item.name}}.
Unassign a personRemoves a person from the item's People column. Choose a specific person, or remove everyone at once. Examples: When an item moves to Done, clear the assignees. When a ticket is escalated, remove the first-line agent.
Create a sub-itemAdds a sub-item under the item that triggered the rule, on the same board and group. The name can use double-brace variables. Examples: When a project item is created, seed it with a fixed checklist (Kickoff, Build, Review).
Pin the itemPins the item to the top of its board, moving it into the board's Pinned group (created automatically if it does not exist). An item that is already pinned is left as it is. Examples: When a due date arrives, pin the item. When priority changes to Urgent, pin it to the top.
Unpin the itemThe opposite of Pin: unpins the item and returns it to the group and position it was in before. Pair the two to pin and unpin automatically as a status changes. Examples: When status changes to Done, unpin it so it drops back into place.
When an email cannot be sent (no recipient resolves, the mailbox was disconnected, or the provider rejects it), the automation records a real failure in its logs and notifies the rule's owner, instead of silently reporting success.
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Real-World Recipes
Complete rules you can copy, trigger plus actions, for common situations.
Sales: Deal-won handoff
Trigger: Status changes to Won
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Notify the Customer Success team lead.
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Create an item on the Onboarding board named after the deal (using {{item.name}}); its other fields come from the Onboarding board's own item defaults, not copied from the deal.
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Send a webhook to the billing system to create the customer record.
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Move the deal to the Closed group on the sales board.
Support: SLA escalation
Trigger: Status changes to Escalated
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Notify the assigned agent.
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Notify the support manager.
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Send a webhook to your own alerting system, which reads the fixed payload.
Engineering: Bug verification
Trigger: Status changes to Fixed
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Create a new item on the QA board with the same title. This action only sets the title, not who it is assigned to; set a QA owner from the board's own item defaults, or assign one after it lands.
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Notify the QA lead that it is ready for verification.
Operations: Weekly stand-up note
Trigger: Item is created in the Weekly notes group
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Assign the note to the whole team.
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Notify assignees so everyone sees it.
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Send a webhook to your own system; the payload carries the board and item ids but not a ready-made link, so the receiving system builds the link itself.
HR: New hire onboarding
Trigger: Status changes to Hired
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Create an item on each of these boards: IT setup, payroll, benefits enrollment, manager 1-on-1 schedule.
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Notify the hiring manager.
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Notify HR ops.
Project management: Phase wrap-up
Trigger: All subitems completed
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Change the parent status to Phase complete.
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Notify the project manager.
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Create an item in the Phase reviews group for the next phase.
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Asking an AI assistant to build a rule
It writes the rule out in plain words first, and nothing is created until you say yes.
If you have connected ChatGPT, Claude or another assistant to your Gript account, you can describe a rule in ordinary language and let it do the building. It never just does it. It writes back a description of the rule, and waits for you.
What you can ask an assistant forWhat happens, and what it needs
List your rulesAsk "what runs automatically on my Projects board?" and it reads back every rule, whether each one is switched on, and what it does. Needs the Automations permission set to Read.
Explain one ruleAsk what a particular rule does. The tool hands back the rule's raw trigger and action data, and the assistant puts that into plain words for you. Needs Read.
Turn a rule on or offAsk it to pause a rule and it can. This is the one automation change that needs no approval from you, because switching it back is instant. Needs Read + write, and Full permission on the board the rule lives on.
Build a new rule, or change an existing oneIt describes the rule and waits for you to approve it. Needs Read + write, and you need Full permission on the board the rule lives on.
Delete a ruleThere's no delete tool for an assistant to call, so it cannot delete a rule through the chat itself. But the same access token behind the connection also authenticates Gript's API directly, which does have a delete endpoint with no confirmation step, so a rule can still be deleted through that token outside the assistant's own toolkit.
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Ask for it in plain words
For example: "when every subitem on a task is finished, set the task to Done". You do not need to know the names of triggers or actions, or any internal ids.
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It looks up what Gript actually supports
The assistant reads Gript's catalogue of every trigger and action, the settings each one takes and which are required, plus that board's columns, the statuses each status column allows, and its groups. That is what stops it guessing.
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It writes the rule back to you
A plain words description: which board, what starts it, what it does in order, and whether it will be switched on. Nothing has been created at this point.
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You read it and say yes
If it is not what you meant, say so and it starts again with a fresh description. Agreeing is the only thing that creates the rule.
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The rule appears on the board
Open the board's Automations list and it is there like any other rule, with your name as its creator, because it was made with your account.
What the description looks like, in full
Rule "Wrap up finished phases" on the board "Projects".
WHEN: All subitems completed
THEN:
1. Change status on the "Status" column, "Done"
It will be switched ON, so it runs by itself from now on, every time the trigger happens.
The words in that description are the automation engine's own labels, the same ones you see in the Trigger and Action dropdowns when you build a rule by hand. They are not a second set of wording that could drift out of step with what the rule really does.
If the rule can send email, the description ends with a line in capitals: "CAREFUL: this rule can SEND EMAIL on your behalf, automatically, each time it runs." That line is there because sending email is the part hardest to take back once a rule has been running quietly for a week.
The rule you approve is the rule you get. Between describing it and creating it, Gript holds the rule on its own side, so an assistant cannot describe something harmless, collect your yes, and then create something different. Your approval works once, expires after fifteen minutes, belongs only to you, and your permission on the board is checked again at the moment the rule is created, not just when it was described.
The description leaves out any setting that is not a simple value, including every Only run if condition, and does not say so. Once the rule exists, open it in the board's Automations list and check its conditions there.
An assistant needs the Automations permission before any of this works. Automations is one of five permission areas (with Email, Imports, Finance, and Trash) that Gript never grants automatically; every one of them needs an explicit grant. See Connecting an AI assistant for how to grant it, and for its general troubleshooting guide covering reasons an assistant may say it cannot do something.
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Webhook Patterns
The Send webhook action reaches the furthest, since it is the one that can hand off to anything an external system supports.
IntegrationHow to set it up
SlackPaste Slack's incoming webhook URL and add the action, but Gript always sends its own fixed JSON payload, not the { text: ... } shape Slack expects, so the message will not show up as posted text in Slack; route through Zapier or Make (below) for a readable Slack message.
Microsoft TeamsThe same limitation as Slack applies: Gript's fixed JSON payload does not match the card format Microsoft Teams connectors expect, so pasting a Teams connector URL directly will not produce a readable message either.
Zapier / MakePoint the webhook at a Zapier Catch hook or a Make webhook trigger. From there, do anything Zapier or Make support.
Your own backendPoint at your own secure (HTTPS) endpoint. Gript sends its standard payload over a secure connection. For safety, only public secure addresses are allowed: private network addresses are blocked.
Chained automationsWebhooks can call back into Gript via the REST API. This lets you build complex flows: the webhook fires, processes data, then calls Gript back to create a different item with the result.
Chained webhooks are slow. If you string two webhooks in one automation, the second waits for the first. Keep webhook chains short.
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The Automations Hub
One place to see, filter, and manage every automation across all your boards.
The hub gathers every rule in your workspace, grouped by board.
On the pageWhat it shows
Four stat cards at the topTotal automations, Active, Fires (7d), and Error rate.
Filters below themNarrow by status, trigger, action, board or creator.
Each ruleA "when, then" sentence with its success rate, run count, creator, and an on and off toggle.
Who can open the hub. The workspace-wide Automations hub lists rules for the workspace owner only. A regular member manages automations from within each board instead, using the Automations button in that board's header.
The Automations hub
my.gript.app/automations
The four stat cards
Stat cardWhat it shows
Total automationsEvery rule you have, on or off.
ActiveHow many are currently switched on.
Fires (7d)The number of run log entries across all your rules, over all time (one entry per action each time a rule runs), despite the 7d in the label.
Error rateThe percentage of your automations that are currently switched off because their last run failed.
The filters
Narrow the list with a search box plus five dropdowns:
FilterOptions
StatusActive, inactive, or error
TriggerBy trigger type
ActionBy action type
BoardOne board at a time
CreatorWho built the rule
Reading a rule row
Row elementWhat it means
When-then sentenceThe rule spelled out: When <trigger> then <its first action>. The clearest way to see what a rule does at a glance.
Status dotGreen for a rule that is on, grey for one that is off, red for one that is off and whose last run failed (for example after it switched itself off).
Success rateThe percentage of this rule's runs that succeeded (green from 80%, amber from 50%, red below 50%; each action in a run counts once, and a skipped action counts as not succeeded). A dash appears until it has run.
Run countHow many log entries the rule has: one per action each time it runs.
CreatorThe person who built the rule, shown as an avatar and name.
On / off toggleSwitch a rule on or off without deleting it. Off rules keep their setup and history.
Run history and logs
Every automation run is logged. A rule's total runs and success rate are on its Overview tab. To see each run, open a rule and go to its History tab.
In the historyWhat you get
Run statsTotal runs and success rate.
Every time it firedThe trigger and action settings used for that run, and the error if it failed, so you can spot a rule that is misbehaving.
What you cannot doThere is no button to re-run a single past run by hand.
A webhook action that fails to reach its destination is not recorded as a failed run here: Gript logs the automation as having run successfully once it has sent the request. If an outside system is not receiving what you expect, check on that system's side too.
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When an automation goes wrong
Gript tells you, and eventually stops it.
An automation can fail for a reason that has nothing to do with how you built it, most commonly the mailbox it sends from getting disconnected. A webhook that stops answering will not show up as a failure at all: Gript still logs the run as successful (see below).
What happensWhen
You get a notificationWhen an action throws an error, such as a Send an email action whose mailbox is disconnected, the person who created the rule is notified and the run is logged as failed. A webhook that fails to reach its destination, or an action whose target column no longer exists, does not throw, so no notification is sent and the run is logged as a success.
The rule switches itself offWhen the rule's last five log entries are all failures (each action in a run makes one entry), Gript disables the automation and notifies its creator that it has done so. That stops a broken rule quietly failing hundreds of times.
A disabled rule keeps everything you built: fix the cause, switch it back on, and it runs again. Its run history is on the rule itself, so you can see exactly which runs failed and why.
If a rule disables itself, the cause is something that makes an action throw an error, most often a disconnected mailbox on a Send an email action. A broken webhook address will not be the cause: it fails silently and is logged as a successful run, so it never reaches the five consecutive failures that trigger auto-disable.
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Tips
Habits worth keeping.
Start small
One trigger, one action. It is far easier to debug, and you can add actions later.
Use variables wisely
Comment, email, and item-creation text can reference live values with double-brace variables such as {{item.name}}, which makes messages informative.
Avoid feedback loops
Rule A changes a status that fires Rule B that fires Rule A again. Gript stops after a safety limit, but it is a sign the design needs simplifying.
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Common Questions
Quick answers about building and running automations.
Where do I build an automation?
From any board, click the Automations icon button in the header (its tooltip reads Automations) to open the automations list for that board, then start a new rule or pick a template. If you are an account admin, use the Automations hub to manage rules across every board at once; other members work board by board.
Can automations modify the item that triggered them?
Yes. Gript prevents infinite loops by stopping after a reasonable iteration limit, so a rule can safely change the very item that started it.
Can I disable an automation without deleting it?
Yes. Flip the on/off toggle on the rule (in the hub or in the board's Automations list). An off rule keeps all its setup and history; nothing is lost.
Can automations run on a schedule, not just on an event?
Yes. Use the On a schedule trigger (daily, weekly, or monthly) or the Date arrives trigger, which fires when a date column matches today, with an optional day offset.
Can one rule react to more than one trigger?
Yes. Add more triggers and choose OR (fires when any one happens) or AND (fires only when all are true at once) with the pill between them. They all watch the same source board.
How do I run an automation by hand?
Add a Button column to the board and a rule with the Button is clicked trigger, then open the Button column's own settings and choose that rule from its Automation to run list (the button only ever runs the one rule picked there, so skipping this step means clicking it does nothing). Once wired up, clicking the button on a row runs the rule for that row, so you can fire it on demand instead of waiting for an event.
What happens if one action in a rule fails?
The remaining actions still run. Actions execute top to bottom and are independent, so a failed webhook does not stop the notification that follows it. A webhook failure is not recorded as a failure in the run log, though: Gript logs the run as successful either way, since the action only reports the problem to the server console.
Can an automation touch other boards?
Yes, but only within your own workspace. Actions that place an item (Create an item, Move item to group) can target any board and group in your workspace that you can edit. Nothing ever crosses into another tenant.
My email action says it sent but nothing arrived. How do I tell?
Open the rule's History tab. If no recipient resolved, the mailbox was disconnected, or the provider rejected the message, the run is recorded as a real failure and the rule owner is notified, rather than falsely reporting success.
Can I copy an automation to another board?
Not one rule at a time. Saving a group as a new board copies the board's automations along with it; otherwise recreate the rule by hand.
My automation stopped running on its own.
It probably disabled itself after its last five log entries all failed, and the person who created it was notified. Open the rule, look at its run history to see what was failing, fix that, then switch it back on.
Does anyone find out when an automation fails?
For any action that throws an error, such as a Send an email action with a disconnected mailbox, yes: the rule's creator is notified, not only for failed emails. A failed webhook is the exception, since it never throws, so it is logged as a successful run and nobody is notified.
My assistant says Gript has no automation tools.
Almost always a stale chat: an assistant reads the list of things Gript can do only when a chat begins, and keeps that one copy for the rest of the chat, so an ability added to Gript after the chat started stays invisible however many times you ask. Start a new chat and ask again. It is not usually a permission problem: if the missing piece were the Automations permission, the assistant is told exactly that and where to fix it (Control Panel, Connected AIs, the app's row, Automations), and raising it reaches the assistant on its very next message, with no new chat needed.
Can an assistant delete one of my rules?
Not through the chat: an assistant has no delete tool. But the access token behind the connection also works with Gript's API, which can delete a rule without asking (see the table above). You can also delete a rule yourself from the board's Automations list.
It says my confirmation has expired.
An approval lasts fifteen minutes and can only be used once. Ask the assistant to describe the rule again and approve the fresh description. Nothing was created in the meantime, so there is nothing to clean up.
Who shows as the creator of a rule an assistant built?
You do. The rule is created with your account, so it appears under your name in the Automations hub and in the board's Automations list, and it can never do anything your own account could not do.
Can an assistant build a rule on a board I only have Editor access to?
No. Creating or changing a rule needs Full permission on the board it lives on, exactly as it does when you build one by hand. An assistant can never do more on a board than you can.