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. To see every rule across all your boards in one place, use the Automations hub (covered in section 8).
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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 any board and group in your workspace. Where: per-action settings on the right.
A note on AND. AND is meant for state-based triggers (status, column value, person assigned, date, group, all subitems complete, approval). A few triggers are pure events with no lasting state (a comment being added, a button click, a form submission, an item being created); they cannot act as a standing AND condition, so pair at most one of them with state triggers.
Everything stays inside 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. The most common trigger. Options: which Status column, which target value (or any value). Examples: When status changes to Done, archive the item. 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, or to items with specific column values at creation time. 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), and optionally what value to watch for. Examples: When the Owner changes, notify the new owner. When Budget exceeds 80% of plan, 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). Examples: Weekly status reminder to every assignee. Monthly invoice creation. Daily check of items due this week.
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.
Budget reaches thresholdFires when a Budget column's usage percentage crosses a configured threshold (for example 75%, 90%, 100%). Only fires once per crossing, not on every update above the threshold. Examples: Alert the project manager when a project is 80% through budget. Block new work when a retainer hits 100%.
Approval status changes toFires when an Approval column reaches a specific status: Approved, Rejected, or Changes requested. Optionally restricted to a specific Approval column. 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. 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 someone is assigned to an item (a People column gains an assignee). 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 from the address they entered.
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. 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 a specific user, with a message you write. Options: which user (a named person, the assignee, or the creator), and message text that can reference column values like {Title}. Examples: When status changes to In review, notify the reviewer. When an SLA is about to breach, notify the manager.
Notify assigneesSends an in-app notification to everyone in the item's People column. Saves you from naming users explicitly, and keeps working when the assignee changes. Examples: Daily reminder to assignees for overdue items. 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 personSets the People column to a specific user. Examples: Auto-assign new bugs to the on-call engineer. Re-assign overdue items to a manager.
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 a ticket is tagged 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, with values you specify. 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 connection. The only setting is the URL itself: Gript always sends the same payload shape (the event, the board and item, the item's data, and a timestamp), so there is nothing to configure beyond where it goes. This is the bridge to anything Gript does not do itself. Examples: Post to a Slack channel when a high-priority item is created. Push a new customer record to your CRM when a deal closes.
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, People 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. 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. Use with care: this overrides any pending reviewers. Examples: Auto-approve small expenses under a defined amount. 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 an item is pushed, 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 with the submitter's details.
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 with the deal's details.
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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: Column value changes: SLA changes to Breaching soon
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Notify the assigned agent.
2
Notify the support manager.
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Send a webhook to PagerDuty.
Engineering: Bug verification
Trigger: Status changes to Fixed
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Create a new item on the QA board with the same title and assigned QA owner.
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Notify the reporter that it is ready for verification.
Operations: Weekly stand-up note
Trigger: Item is created in the Weekly notes group
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Notify all team members.
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Send a webhook to the team Slack channel with the note link.
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.
2
Notify the project manager.
3
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 exactly what the rule will be, 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. It reads the triggers and the actions and puts them in plain words. 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.
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 ruleNever. Deleting is not offered to an assistant at all. You delete rules yourself, from the board's Automations list.
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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.
If any part of a rule cannot be put into plain words, the description says so and shows you the raw setting instead of glossing over it. A confident sentence that might be wrong is worse than an honest gap, because you are approving on the strength of it.
An assistant needs the Automations permission before any of this works, and that is the one permission Gript never grants automatically. See Connecting an AI assistant for how to grant it, and for the two things that most often make an assistant say it cannot do this.
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Webhook Patterns
The Send webhook action is the most powerful one. Here are the common integrations.
IntegrationHow to set it up
SlackPaste Slack's incoming webhook URL. Gript sends its standard payload with the item and board details.
Microsoft TeamsSame as Slack, using Teams' connector URL.
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 topA quick health read.
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 is available to account admins and owners. 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)How many times rules ran in the last 7 days.
Error rateThe share of recent runs that 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 <action>. The clearest way to see what a rule does at a glance.
Status dotGreen for active, grey for switched off, red when the last run errored.
Success rateThe percentage of this rule's runs that succeeded (green above 80%, amber in the middle, red when low). A dash appears until it has run.
Run countHow many times the rule has fired in total.
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. Open a rule and go to its History tab.
In the historyWhat you get
Run statsTotal runs and success rate.
Every time it firedWith the input and the action results, 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 that fails to reach its destination is not always surfaced as a failure here. 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 reasons that have nothing to do with how you built it: the mailbox it sends from gets disconnected, a webhook address stops answering, a column it writes to is deleted.
What happensWhen
You get a notificationAny time an action fails, the person who created the rule is told. You do not have to go looking in a log to find out something is broken.
The rule switches itself offAfter five failed runs in a row, 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 twice for the same reason, the cause is nearly always outside Gript. Check the connected account or the receiving address before rebuilding the rule.
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Tips
Small habits that keep your automations reliable and easy to debug.
Start small
One trigger, one action. It is far easier to debug, and you can add actions later.
Use variables wisely
Notification and comment text can reference column values like {Column 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 to what people ask most.
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. To manage rules across every board at once, use the Automations hub.
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 the board editor). 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. 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. The failure is recorded in the run log.
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. 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 directly yet. Recreate it on the other board, or duplicate the whole board, which copies its automations along with it.
My automation stopped running on its own.
It probably disabled itself after five failed runs in a row, 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?
Yes. The person who created the rule is notified on any failed action, not only on failed emails.
My assistant says Gript has no automation tools.
Two causes, and it is usually the second. First, check it has the permission: Control Panel, Connected AIs, click the app's row, and look at Automations. If it says None, set it to Read + write and confirm on the screen that follows. Second, and more often, you are in a chat that was already open. An assistant fixes its list of available tools when the conversation starts, so open a brand new chat and ask again.
Can an assistant delete one of my rules?
No. Deleting an automation is not offered to an assistant at all, on purpose. You delete a rule yourself from the board's Automations list, or through the API with your own key.
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.