Managing Automations

Automations are very powerful tools that can minimise repetitive tasks and boost your teams' productivity - ultimately making everyone's working day easier.

Please see the video below on How to setup an Automation on Kinabase, using the worked example of Reviewing projects.

Or alternatively follow these instructions below;

Create an automation

  • First we need to navigate to System Settings, by clicking on your name or the settings cog in the bottom left of the window.
  • Select 'Automations' under 'Organisation' group.
  • Here you will find a list of the automations on your Kinabase.
  • Click the +Add Automation button in the top right of the window.
  • This will bring up a dialogue window for you to fill in the Name & Description of your automation.
  • There are then two headings
    • 'Whenever...' meaning the trigger, and
    • 'Then...' meaning any subsequent actions
Blank automation

Automation Trigger

  • Once you have named and described your Automation, you're ready to set the trigger. This will be the interaction which causes the automation to start.
  • Under the 'Whenever...' heading, there is a drop-down. Pick the appropriate trigger from the options listed.
    • A record is added
    • A record is updated
    • A record is right-clicked
    • A record changes stage
  • Once you've picked your trigger type - more dialogue boxes will appear - select the other options as appropriate, such as the stage 'from' and 'to', or the specific collection, or record field.
  • For example - for a 'Review Notification' automation - you may set these as ... "Whenever... a project changes stage... from... Draft Complete... to Under Review... Then..."

Automation Actions

  • Once you've set your trigger, now it's time to set the actions that will automatically occur.
  • Under the 'Then...' heading, click Add step.
  • Use the Type dropdown to select the action type you want to occur from the options:
    • Add a task
    • Send a notification
    • Create a new record
  • In our example we have chosen 'Add a task'.
  • Now you are prompted to give the task a name, such as 'Please review this document.'
  • And to assign this to another team member (or role)

Multiple Steps

  • If you want multiple actions to occur, you can add another step.
  • For our example, let's add a notification:
    • Select 'Send a notification' (under Type)
    • Give this notification a title, such as 'Document ready for review'
    • Set the Recipient to the desired colleague
    • Set the priority level - Please note the signifcance of these priority levels can be tweaked in System Settings, for example you can send emails for urgent notifications.
  • Add any more steps that you require for your automation.
  • Here is an example below of a filled out automation:
Completed automation

Managing your Automations

  • In order to check your automations, navigate to Automations in System Settings.
  • In your table of automation you can right click on a specific automation and 'view logs'.
  • This will show you a record of when the automation was triggered and if it was successful.

You now should be able to confidently create your own Automations on Kinabase, making your team more productive by cutting out your repetitive tasks.

What will your team create with our Automation feature?