Automations
Rules and flows
When to build a rule and when to build a flow, how to create each from scratch, from a template or by describing it to Donna, and converting a rule into a flow.
On this page
A rule is a straight line: when something happens, check conditions, run actions. A flow is a canvas of connected steps that can branch, wait, ask for approval and call other systems. Start with a rule; move to a flow when you need more.
Build a rule#
Create it#
On Rules, choose Create rule, or Use template on one from Templates. Name the rule.
Pick the trigger (WHEN)#
Choose the internal event that starts it. The right panel shows the fields that event carries, which you can use in conditions and actions. See Triggers.
Add conditions (Only continue when)#
Optional. Group clauses to decide which events continue, for example Message text contains “invoice”. With no condition, every event continues. See Conditions.
Add actions (THEN)#
Choose one or more internal actions. They run in order. Insert fields from the trigger with the runtime tokens, for example the sender’s name into a message. See Actions and connectors.
Check and save#
Validation & preflight lists anything that stops the rule running — a missing trigger, an action without its required fields — before you save or turn it on.
Build a flow#
Create it#
On Flows, choose Create flow or start from a template, and name it.
Add steps#
Drag steps from the Step palette onto the canvas: a trigger, internal actions, Connectors (routing, timing and data tools) and External tools.
Connect them#
Draw connections in the order steps should run. A step can lead to several others; a Router or Branch selector decides which path an event takes.
Configure each step#
Select a step to edit it in the Inspector. Use Flow step outputs to pass one step’s result into the next.
Validate and save#
Node validation flags unreachable steps, steps with no trigger before them, and loops.
Canvas controls: Zoom In, Zoom Out, Reset Zoom, Fit View and Toggle Grid Snap. Ctrl D duplicates the selected step and Del deletes it.
Convert a rule into a flow#
Open the rule and choose Convert to Flow. Tick Duplicate original rule before converting if you want to keep the rule as it was.
Describe it to Donna#
On the Overview, use Describe it — Donna builds it. Write what should happen; Donna assembles a draft with a trigger and steps that you review and edit before saving. Nothing runs until you save and turn it on.