Managing automations
Open the Automations drawer to see every automation in the workspace. Each card shows the trigger, the destination mailbox, the last-run state, and a toggle to enable or disable it. Open a card to edit, backfill, or delete.
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Open the Automations drawer to see every automation in the workspace. Each card shows the trigger, the destination mailbox, the last-run state, and a toggle to enable or disable it. Open a card to edit, backfill, or delete.
What you need
- Edits and toggles are restricted to the user who created the automation.
- Workspace owners can additionally delete automations whose powering user has been removed.
What the cards show
Each automation card displays:
- A bolt icon tinted with the automation's color.
- The name and a one-line trigger summary like
Gmail · Subject: "invitation to bid" → Bid mailboxorDrive · Vendor Onboarding → Vendor mailbox. - The relative time of the last run (
23 minutes ago) — or the trimmed error message when the last run failed. - An amber Auto-paused chip plus a banner explaining why, when something went wrong (see Pause reasons below).
- A toggle switch to enable or disable.
Clicking the card body opens the flow builder.
Inside the editor
Open a card and you'll see:
- The three flow nodes — Trigger, Destination, Extract Data — each click-to-expand for editing.
- An Activity log under the canvas with the most recent runs.
- A footer with Last triggered, Status, Powered by, plus Backfill and Delete.
Backfill lets you replay the trigger over a date range — useful right after creating an automation to catch up on messages that arrived before the rule existed.
Delete is permanent. Disable first if you might want to revisit it.
Pause reasons
An automation can pause itself when something blocks it from running. The card banner spells out what happened:
| What you'll see | What it means |
|---|---|
Paused manually | Someone turned the toggle off. |
OAuth expired — reconnect Gmail | The Gmail connection lost authorization — reconnect under Settings → Integrations. |
OAuth expired — reconnect Google Drive | Same, for Google Drive. |
Connected user removed from workspace | The team member whose Gmail or Drive token powered this automation is no longer in the workspace. Reassign the powering user, or have a workspace owner delete the automation. |
Fix the underlying cause before re-enabling — flipping the toggle back on without reconnecting will just pause it again on the next run.