Triggers & rules
A trigger is what an automation watches (Gmail, Drive, Time, or Case data), and a rule binds that trigger to a destination, optional extraction, and file storage; create one from Automations in the workspace sidebar.
Document Blueprint processes incoming work in the background. You build a rule. The app watches your email, files, or case data. When a new item matches, the app routes it to a mailbox and extracts data automatically.
Creating an automation
A teammate on a Pro or Scale plan can create an automation. Free and Lite plans can open and read automations but require an upgrade to create or save one.
Find Automations in the workspace sidebar, under the mailboxes. On small screens, open it from the header menu. Click + (New automation) beside it.
The Automation name holds up to 80 characters. Save appears once you change something and unlocks when the configuration is valid. After you save, the automation stays open. Click Cancel to leave a new automation without saving it.
Watch for email or files
The trigger node sets the channel. Automations filter with AND logic. Every non-empty condition must match. Gmail and Drive use push notifications to run immediately.
Listen for Email watches a connected Gmail account. You can filter by Subject contains or Sender contains. The Read status checks the message when the app fetches it. An Unread only filter misses a message you already clicked in Gmail. The Gmail label filter requires an exact system label ID.
Capture from email keeps the Body or attached Files. You must keep at least one turned on. The app always keeps the sender and subject. When a template field reads the message using Value source set to From the delivery, the app supplies the value even if you turn Body off.
Watch Drive Folder monitors one Google Drive folder. It watches direct children only. Files dropped into subfolders are ignored. You must paste the Folder ID * from the web address. The Folder name is a display label.
Both triggers accept a File types allowlist. A new Gmail automation defaults to PDFs and images. Changing the trigger to Drive clears the list to accept everything. Gemini extracts PDFs and images like webp or heic. Custom file types store without extraction unless they are images.
A Drive automation publishes the file name, folder name, and dates. You can map a template field to these using Value source set to From the delivery. When your template ID field reads a Drive value, the app routes the file to that case.
Move idle cases
Wait, Then Move watches for cases sitting untouched. You select a From mailbox. You set After N days idle to a number greater than zero.
The app moves up to 200 cases per daily schedule. Any activity resets the idle clock. Activity includes new files, edits, notes, or moves. The destination mailbox must differ from the source. You can route stale work to your trash mailbox. The app deletes it 30 days later.
If you delete the From or the destination mailbox, the automation stops moving cases. The line under its name and its Activity log say which mailbox was deleted. Pick another one to start it again.
A Time automation moves cases. It has no extraction or file storage. The Extraction row does not apply.
Watch case data
The Watch Case Data trigger looks for changes to specific case fields. When a teammate edits a watched date, the app queues an action. The app creates a Google Calendar reminder for the connected user. Google owns the reminder behavior.
You configure these automations from chat. You ask the assistant to build one. You can also ask it to change the steps of one you already have, such as adding a reminder or a notification. It shows the new list of steps and waits for your yes before it saves. The app maintains a watch index so it never polls unrelated cases.
Route and extract
The Mailbox routing row chooses where matched items go. The app moves matched existing cases to this mailbox. You pick a Mailbox. For Gmail and Drive you also name the File category the files get, or pick one you already use, and choose its color.
Gmail automations offer a Drive copy option. The app copies ingested files to a named folder in your connected Google Drive.
The Extraction step is optional. Add it from the Add step button at the end of the Flow and pick a Template. The list shows templates with extractable fields. The app shows a routing readout. You can click to edit the template directly.
Managing active rules
The creator edits and deletes their automation. Workspace owners can delete automations when a user leaves. Gmail and Drive rules require a connected account.
You can disable a rule with the switch beside the automation's name. Deleting a rule via Delete automation is permanent. Disable a rule instead when you test a change.
An automation stops if it loses access. It shows an Auto-paused badge under its name. You might see a banner asking you to reconnect Gmail or Drive. The banner also shows if it was Paused manually.
Live ingestion skips duplicates automatically. You can process older items using the Run on past emails or Run on past files section. Only the teammate whose Google account the automation uses can run it on past emails or files, so for everyone else Run stays unavailable. A run never touches an item that is already in the app. When a finished Gmail run found such items, it asks whether to import them again with Overwrite, Save copies, or New cases.
Related
Case data triggers
A Case data automation watches one or more case data keys, typed as a comma-separated list in the trigger row. It has no mailbox routing. Its step is a Calendar reminder: when a watched key changes, the app creates or updates an event on the connected Google Calendar using the date in the chosen field, with the lead time, duration, title and description you set. Add up to five reminders to one automation, for example a day before and an hour before. Each reminder keeps its own event on each case, so editing or removing one step never moves another step's event. Removing a reminder step, or deleting the automation, also removes the events it created from the calendar.
A Date automation watches one case data key that holds a date, such as an extracted due date, and runs a set number of days before it (0 runs on the day, a negative number runs after). Like Case data, it has no mailbox routing; its steps are a Calendar reminder or a Notify. The check runs once a day.
A Move to mailbox step moves the case when a Case data or Date automation fires. A Compose draft step creates a Gmail draft in the connected account from one of the workspace's email templates (the dashboard's Email templates view), with the case's values filled in. Each case file follows the template's closest attachment rule, the one naming its category over an any-category rule: it is attached once when that rule says Attach and left out when it says Link, since the step never links. An attached file takes the name its rule's rename pattern gives it. A draft carries up to 22 MB of files, and a file that would pass that is left out and noted in the run log. The template needs default recipients, and nothing is sent until you send it from Gmail. If the template is deleted later, the step says so in the editor and creates no draft until you pick another.
A Generate document step runs one of the workspace's templates on the case, the same generation as Generate in the case view, and adds the output to the case's files. It uses AI credits. Values the generation saves back to the case never start another automation, so a Generate step cannot set off a chain of documents. If a run is retried after a failure, a document it already saved is not made again. When Document reflows couldn't find some fields, the automation's run log names them.
A Notify step posts an in-app notification once the automation has handled an item. It reaches the same people as the app's other notices about that case: the workspace owner and every teammate who can work in the automation's workspace, except that a teammate limited to assigned cases gets it only for a case they are assigned to. Someone who cannot open the case receives nothing. Its title and message can use {identifier} for the case identifier and {field:key} for a case data value. Each person's copy fills {field:key} from what that person may see, so a field hidden from them stays empty.
Compose draft, Calendar reminder, Notify and Move to mailbox steps act with the access of the teammate who powers the automation (the teammate who created it). A case that teammate cannot open gets no draft, event or notification and is not moved, and the same holds for an automation that moves idle cases on a schedule. For the cases they can open, a draft or event leaves out any field or file hidden from them. A sensitive field's value appears only for someone with Sensitive data: in a draft or event when the teammate who powers the automation has it, and in a notification when the person receiving it has it. A Date automation can watch a sensitive date.
A Calendar reminder can also be added to a Gmail, Drive or Time automation. It runs after the email, file or moved case lands, reading its date from a case data key you pick (the extraction template's fields, or a key you type).