Automations
For managers and team leads who want BlueHill to send reminders, update boards, notify the team and hand work off without anyone having to remember. Start here, then follow the guides in order or jump to the one you need.
BlueHill Automations: user guideWhat an automation is An automation is a rule with four parts. When something happens (the trigger), if certain conditions hold, then do one or more actions, with timing that says whether to run right away, wait a while, or stay inside business hours. Rules live in one of four p…5 min readThe Automations page at a glanceOpen the Automations page 1. Open the Operations menu in the top navigation. 2. Choose Automations (described as Organization rules, webhooks, digests). The page is titled Automations, with the breadcrumb Boards › Automations and a Back to boards button that returns you to the B…4 min readWhere rules liveThe four scopes | Scope | Where to manage it | Runs on | |---|---|---| | Organization | Operations → Automations → Organization rules | Every board in the organization, whatever its template. Also the only place for customer, prospect and deal triggers. | | Template | Operations…4 min readCreate and manage a ruleCreate a rule 1. Open the place the rule should live: Operations → Automations for an organization rule, a template's Automations tab, or a board's ⋮ → Automations. See Where rules live. 2. Click New automation. The editor opens as a panel titled New automation · organization (o…4 min readTriggersThe trigger picker Under 1 · When, the picker lists triggers under five headings: Forms, Items, Boards, Customers & deals and Scheduled digests. A template or board shows only the triggers it can use; the organization shows all of them. See Which triggers each scope offers. Some…6 min readConditionsHow conditions combine Conditions live under 2 · If. With none, the section reads No conditions — runs for every matching item (or board, record, deal) and the rule fires for every occurrence of its trigger. 1. Click Add condition. A row appears with three parts: a field (Item s…5 min readActionsAdd and order actions When a rule has no actions yet, the most common ones are offered as buttons (for example Email the customer, Notify the team, Update the board and Set a column value) with More… for the rest. Once an action is in place, use Add action to add another. The me…6 min readEmail the customerSet up the action 1. Under 3 · Then, choose Email the customer. 2. Pick Send to: Primary contact (falls back to the customer's email) or All customer contacts. The primary contact is the contact marked primary on the customer record, otherwise the oldest contact with an email, o…5 min readTiming, business hours and digestsThe Timing block Section 4 · Timing of the rule editor has four settings. | Setting | What it does | |---|---| | Run right away / Wait, then run | Run as soon as the trigger fires, or wait a number of hours or days first (up to 30 days). A waiting run is cancelled if the conditi…4 min readCheck the run logWhere to find it - Operations → Automations → Run log lists the runs of organization rules. - On a board or a template, switch the Automations tab from Rules to Run log to see the runs on that board or on boards built from that template. - On a form's Workflow tab, the Recent ru…4 min readStart from a recipeOpen the recipe library - Click Recipes on any Automations tab (organization, template or board), or - Open Operations → Automations → Recipes. The tab explains that Recipes are added switched off, with statuses and categories mapped to yours, so you can review each rule before…5 min readWebhooksThe Webhooks tab Operations → Automations → Webhooks has two parts: the Webhook endpoints card on the left (Signed POSTs from 'Send a webhook' actions) and Recent deliveries on the right. The card's help text explains how messages are signed and ends with the two rules that matt…4 min readFAQ and troubleshootingA rule did not fire Check these in order: 1. Is it on? A dimmed row with an Off badge is switched off. Use the switch on the row. 2. Did it already run for this item? Rules set to Run once per item ignore items they have handled. Choose Clear run-once history from the ⋮ menu to…4 min read