Managing & debugging automations

Open the Automations drawer to manage every automation. The header shows an enabled-count badge and a plus button that starts a new automation. When you start, you see a No automations yet empty state with a New automation button.

Each automation row displays a colored bolt icon, the name, and a trigger summary. It shows the relative time of the last run. A failing run shows a trimmed error message. An enable or disable toggle controls the automation. The toggle is reversible. A disabled automation shows its name in muted text.

Toggles and edits are restricted to the creator. When something blocks a run, the row shows an amber Auto-paused chip and a warning notice.

• 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 a card 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. 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 a row to open the editor. The masthead shows the automation's name and its enable toggle. 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 plus beside 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.

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 Destination node 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 plus beside 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 pick the Document directly on Destination. Selecting a document annotates the automation. It does not route the incoming file.

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.

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.
• 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