Automated Actions

Set fields, add people, post, create tasks and send emails on their own, when a record is created or updated, or a button on it is pressed.

This is a Pro plan feature

An automated action watches one type of record, such as projects, companies or contacts. When a record of that type is created or updated, or a button on it is pressed, it checks its conditions. If they all hold, it runs its actions: it sets fields, adds people, posts, creates tasks and projects, and sends emails.

You must be an Account Admin to set up automated actions.

Navigate to Account Settings -> Automated Actions. Each automated action is a row under its record type, saying when it runs and how many times it has. Click a row to open it. You can rename it, change its conditions and actions, and switch it on or off. Changes are saved as you go.

Adding one

Under the list, choose the record type and when it should run, give it a name, and click Add. It starts switched off, so you can finish it before it runs. When it's ready, switch it on with the switch on its row.

With an AI licence you can describe it in your own words instead. See Describing one with AI.

When it runs

When	It runs
One is updated	every time a record of that type is saved, and when one is created
One is created	when a new record of that type is saved
A button on one is pressed	when someone presses the button you choose. Add a button field under Account Settings -> Fields first

The changes an automated action makes never set off other automated actions.

Conditions

All of the conditions must hold, or nothing happens. With no conditions, it runs every time.

When a record is updated, a condition is about what has just changed:

• changes: the field changed.

• changes to: the field has just changed to that value, as in Project Status changes to Won.

• From: what the field was before the change, as in Project Status changes from Proposal to Won. You can give a From for a status, a team member, a tag or a text field. A record that has just been created has no before, so a condition with a From never holds on a new record.

Tick Check this every time to test a field on every save, whether or not it changed. Confidential is ticked then holds for every save of a confidential project, not only the one that ticked it.

A status with phases can be tested as a whole. Choose Lost (any phase) to catch every lost project, whatever the reason, or choose one phase.

A number is tested against a range, as in Project Fee changes to between 100,000 and 1,000,000. A yes/no field is ticked or not ticked.

Actions

The actions run in the order they are listed.

Action	What it does
Set a field	Sets a field, or clears it. Type #now# for the day it runs, or %field_name to copy another field. Tick Only if the field is empty to keep a value that is already there.
Add someone to the team	Adds a team member to the record's team, with a relationship type if you choose one.
Subscribe someone to the news feed	They get the record's news feed posts as if they were on its team.
Post on the news feed	Posts on the record's news feed as the team member you choose, and also on the main News Feed or in a channel if you like.
Post an alert on the news feed	Posts an alert on the record's news feed.
Create a task	Creates a task on the record, due so many days after it runs, for the record's assigned team member or someone you choose.
Create a project	Creates a project with the status and tags you choose, for the same client as the record.
Start a relationship plan	For companies, on the Pro plan. Starts a relationship plan from one of your firm's templates, for the company's assigned team member or someone you choose. A company already on a plan from that template is left as it is.
Send an email	Emails the record's assigned team member, whoever created or changed it, a team member you choose, or addresses you type, with the record's details if you like.
Open a web page	For a button only: sends the person who pressed it to a web address.

Posts, tasks, emails and a new project can quote the record. Choose Insert a value from the record… to add a value such as %name%, and tiny+ fills it in when the action runs.

A webhook, which sends the record to another system when the action runs, is set up by tiny+ support. Get in touch if you need one.

Describing one with AI

With an AI licence, an Account Admin can describe an automated action instead of building it. At the top of Automated Actions, say when it should run and what it should do:

"When a project moves from Proposal to Won, create a kickoff task for whoever it's assigned to, due in a week, and subscribe Maya to it"

Choose the record type under For, if tiny+ hasn't already picked it from your words, and click Design it. You see the automated action before anything is made: when it runs, its conditions and its actions, written just as they will appear in the list. Anything the AI assumed is listed underneath, and anything it couldn't include is marked with the reason. Change the name if you like, and click Create it, switched off. It opens in the list, where you can change anything before you turn it on.

"Me" means you: "when one of my projects is lost, email me" emails you about the projects assigned to you, and the card says so by name before anything is made.

The AI only ever uses the fields, statuses, tags and team members your account has. An email goes only to whoever the record is assigned to, or was created or changed by, to someone on your team, or to an address you typed in your description. It never makes up an address.

See Ask & AI Assistants for AI licences and what is shared with Anthropic.