Managing & debugging automations

Open Automations in the workspace sidebar to manage every automation. On a phone, open it from the header menu. Click + (New automation) beside Automations to start a new one. When the workspace has none yet, you see a No automations yet empty state with a New automation button.

The Automations section lists the workspace's automations by name. A dot before each name shows whether it is on, off, or paused by something that needs attention. When the section is folded, it shows how many automations the workspace has. Click an automation to open it. Under its name you see what it does and when it last ran, or the error a failing run ended in, or Never run. The switch beside the name turns the automation on or off. The switch is reversible.

Toggles and edits are restricted to the creator. When something blocks a run, the automation shows an amber Auto-paused badge and a warning notice under its name.

• Paused manually: You turned the toggle off.
• Gmail is not connected: The Google connection dropped, or the automation was saved before Gmail was connected. An automation that needs a connection it does not have is never saved as on: it is saved paused, so an automation that says on is one that can run. Only the teammate whose Google account powers the automation sees the Connect button in the notice. That teammate can also connect through the Gmail row in Settings > Account. Connecting turns the automation on automatically.
• Google Drive is not connected: The same, for a Drive automation. A Drive automation with a Compose draft or reminder step also runs on Gmail, so its notice names whichever connection is missing (for a teammate who does not power it, Gmail or Google Drive is not connected). Only the teammate whose Google account powers the automation sees the Connect button in the notice. That teammate can also connect through the Drive row in Settings > Account. Connecting turns the automation on automatically.
• Connected user removed from workspace: There is no reassignment flow. A workspace owner must delete the orphaned automation and recreate it.

A paused automation writes no entries in the activity log. The Run on past emails or Run on past files section still runs it on demand even while paused.

Click an automation in the sidebar to open it in the editor, and click another one to switch. The masthead shows the automation's name and its switch. Below it, the Flow section has click-to-expand rows: the trigger row (for example Gmail trigger), Mailbox routing, and any optional steps you added. Optional steps appear only when you add them with the Add step button at the end of the Flow: Extraction and Copy to Drive for Gmail, Extraction for Drive, a Calendar reminder (up to five), a Notify, a Compose draft and a Generate document step on any source, and a Move to mailbox step on Case data and Date sources. Remove a step with Remove step inside its row. Delete lives in the editor's overflow menu (the three dots in the header) and opens the Delete automation? confirmation dialog. Deletion is permanent. After you delete, the first remaining automation opens.

Save appears once you change something. After you save, the automation stays open. A new automation has Cancel in its header to leave without saving. If you click another automation, a mailbox, or a view tab while you have unsaved changes, the app asks Discard changes to this automation? first. On the Free and Lite plans you can open and read any automation, and creating, saving, deleting, switching one on or off, or running it on past items opens the upgrade prompt.

The trigger row sets the input. Choose Gmail, Drive, Time, Case data, or Date. The Time trigger moves idle cases between mailboxes. It does not show Extraction or a past-items section. For Gmail, all configured filters must match. Gmail labels match by exact name. Update your filter after a rename. Drive matches a specific folder by ID, not subfolders. Drive folder renames are safe.

The Mailbox routing row always holds the Mailbox. For Gmail automations, this node offers an optional Drive copy field. It creates a Google Drive folder on first use and copies ingested files there. The copy needs the powering teammate's Drive connection and is best effort: if it is skipped because Drive is not connected, the case that received the attachments shows a Reconnect Google Drive notification.

The Extraction row is an optional step. Add it with the Add step button at the end of the Flow to open the Template picker, routing guidance, and an Edit in template link. This links the automation to that template's document. One linked document is used automatically. When you use several linked documents, pick the Incoming document type. Incoming files receive the document category selected by the automation.

When you turn extraction off, you name the File category in the Mailbox routing row, or pick one you already use, and choose its color. Incoming files get that category. Renaming it later keeps the files tagged with it.

The Run on past emails (Gmail) or Run on past files (Drive) section sits above the activity log. It runs a saved automation over a historical date range. Only the teammate whose Google account the automation uses can run it on past emails or files, so for everyone else Run stays unavailable.

Pick the From and To dates in the Run on past emails section, then click Run. The date fields default to roughly the prior three months. Run stays unavailable until both are real dates with From on or before To. Each run processes 50 messages at a time. Click Continue · 50 more to resume the progress bar.

Run is always safe. An item that is already in the app is left alone, and skipping it uses no AI. When the run finishes, the section shows what it found, for example 2 imported · 12 already imported.

When a Gmail run found items that were already imported, it asks Import them again? and offers three choices. Each one runs over the same dates and only reaches the items that were in the app before your run, never the ones the run just imported.

• Overwrite: Reads each file again with the current template and updates it in place. Use this after you fix a template.
• Save copies: Adds a numbered copy of each file to its case, such as invoice (1).pdf.
• New cases: Puts each file on a new case with a numbered ID, such as JOB-41 (2). The original case does not change, and new mail for JOB-41 still goes to the original.

Importing an item again never moves its case to another mailbox. Drive runs show the same counts and ask nothing: to read a Drive file again, use Re-extract on the file.

The Activity log sits under the canvas. It displays the 20 most recent rows with relative times. It does not delete older stored history. Rows are color-coded by status.

• Processed: Shows the file count and the extraction status.
• Skipped: Read the detail message. Time and Date automations check once a day and add an entry even when the check found nothing, such as No cases idle for 14 days. This also happens for duplicates. It also happens when a document category or destination configuration is missing. A document category is required to ingest files. A Time automation whose mailbox was deleted adds Mailbox deleted and moves nothing.
• Error: Displays the error message.
• Past-items run started and Past-items run complete: Mark historical runs.

A missing activity row is not conclusive evidence of a failed trigger. A deduplicated Drive redelivery returns before a row is written.

• The action pipeline
• Triggers
• File categories