Articles on: ⚙️ Workflow

How do I use automations?

Do you have a lot of repeatable tasks in your day-to-day? Don't worry, we've got you covered. With Drag, you can preset rules to automate your workflows.

You may know the Gmail rules or filters. Our automations work very similar to them, but for Drag-related tasks. Here is everything you need to know to use them.

Automations are included in our Starter, Plus and Pro Plans.

How it works



Each Drag board or workflow is different. That's why you can create different automations for different Drag boards. The best part is that our automations are all cross-boards. This means they allow actions in one board to trigger other actions in a completely separate board.

Our automations are combinations of 5 factors that you can customize:



Trigger (When...)

These are the triggers that determine when a rule will be applied.

Board (On...)

This is the board where your automation will be triggered (i.e. where the automation starts). For example, if you select your main board, this means those rules will be applied to emails from your personal inbox (even the case of being automatically moved to another board).

Conditions (If...)

These are specific conditions that need to be met on top of the triggers and board for the automation actions to occur. You can select as many conditions as you want.

Timing (After...)

Choose whether you want your automations to be run immediately or after a delay in minutes / hours / days.

Actions (Then...)

These are the actions that will be performed automatically when the automation is triggered. You can also select multiple actions for a single automation rule.

Automations triggers



There are 7 triggers in Drag:

Received:

When a new email lands on the board (e.g. sent to your shared inbox's email address).

Tag applied:

When a specific tag is applied on a card or group of cards.

Moved to:

When a specific card is moved to a particular board and/or column.

All subtasks complete:

When subtasks in a card are marked as complete.

Assigned to:

When a specific card is assigned to a predefined team member (or to any member).

Mentioned user:

When a specific team member is mentioned on a card.

Composed from board

When a card / email is composed from a Drag board instead of from Gmail.

"Composed from board" is included in the Plus and Pro plans.

Automations conditions



The conditions are dependent on the triggers. For example, if you pick the trigger "apply a tag" on a certain board, the conditions available will be the existing tags on that specific board. If you pick the trigger "@mention user", the conditions will be the existing users on that specific board, and so on.

For the trigger "Received" (ie. when a new card lands on the board), there are 4 conditions:

Email subject:

Subject (or characters contained in the subject) of an incoming email.

From:

Email address (or characters contained in the email address) of the sender of an incoming email (e.g. @client.com).

To:

Email address (or characters contained in the email address) of the recipient of an incoming email (e.g. user@).

Any email:

For any email received on that board.

Automations actions



There are 9 actions that you can automate with Drag:

Move to:

Select this option if you want to automatically move cards across different boards and / or columns.

Apply tag:

Automatically apply shared labels to cards.

Apply color:

Change color coding of cards.

Assign to:

Automatically assign team members to specific cards based on rules.

Gmail action > Mark as read

Mark the card as read.

Gmail action > Star

Star the card.

Gmail action > Archive

Archive the card.

Send email

Automatically send email templates based on specific criteria. Learn more about setting up auto-responders in Drag here.

"Send email" is included in the Pro plan.

Assign among (Round Robin assignment)

Assign cards among all users or a subsegment of users on a board in a round-robin way, ensuring equal and prompt assignment of cards.

"Round Robin assignment" is included in the Pro plan.

How to create an automation


To add an automation, follow these steps:

Click on the menu button on the top right of your screen and select "automations".



Click the Create an automation red button on the top right. You will be taken a dashboard to set up the details of your automations.



Type an automation name and description (the description will be shown on your automations list and will serve as a reference for you and your team.
Next to When..., click on the dropdown to select the first trigger you want to create.



Next to On..., select the board in which you want the automation to start. For example, if you want certain emails sent to "myemail@" to automatically move to another board, select the original board where emails sent to myemail@ normally load (like "My Name's Board").



Next to If..., select the conditions you would like to be applied. To add multiple conditions, use the + AND condition or + OR condition buttons below. To remove a condition, click on the "x" button next to each condition.

For the subject, sender email and receiver email options, you can add multiple keywords by hitting enter after each one of them.



Next to After..., chose when you want your automation to run. Use instant to run it immediately or select a delay in minutes, hours or days for the automation rule to run.

If you are using "card received" or "card composed from board" triggers, the checkbox "if no reply" will also be available. Select this checkbox if you want the automation to be triggered only if there are no replies to the conversation within the defined timeframe.



Next to Then..., select the actions that you want to automate with this specific rule. To add multiple actions, click on the + Action button below the last action. To remove an action, click on the "x" button next to each action.



Click on Create red button on the bottom right. After clicking “Create”, the Automation will be imediately turned on.

How to edit or delete an automation



To edit or delete an automation:

Click on the menu button on the top right of your screen and select "automations".



A dashboard with all of your automation rules will appear. To remove an automation, click on the bin icon next to each automation name. To edit an automation, click on the pen icon next to each automation name.



How to enable or disable an automation



Sometimes you might want to temporarily disable an automation without deleting it. to enable or disable an automation, use the toggle button next to the automation title in the automations list.



If you have any questions about this or anything else in this article, feel free to reach out to us at customer success at support@dragapp.com

Updated on: 04/01/2024

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