There are currently 7 trigger types for automations, with more on the way. Automations are triggered by changes to the data in your worksheets. For instance, automation can be set up to trigger based on changes to columns with certain data types, when columns are updated, new rows are created via form, or as recurring automations.
Select the right trigger conditions for the data or situation you want to track. For instance, if a customer support request is resolved, if a potential new customer fills out your form requesting more information, or trigger a report to run weekly reminding you of all tasks in the project plan.
See below for more details about each trigger type.
- When a Select column changes to something
- When a Select column changes from something to something
- When a Date arrives
- When a Column is updated
- When a User column is assigned to a User
- When a new row is created from a Form submission
- Every time period (recurrent)
- Changing an automation's trigger type
When a Select column changes to something
With this trigger, you can track when changes are made to a Select data type column. Click on the Select drop-down selector to pick the Select column to track, and the "something" drop-down selector to choose from the existing options in that select column. For instance, below in the trigger below, we can track when our "Stage" column changes to "Resolved."
When a Select column changes from something to something
Like the trigger condition activated when a Select column changes to something, this trigger condition can track when changes are made to a Select data type column. However, it specifically sets conditions on what the initial "something" select field was. For instance, in the trigger conditions below, we monitor when our customer service team changes a ticket from "Unresolved" to "On Hold," possibly for escalation and more support.
When a Date arrives
Date columns and Date & time columns can also be used in trigger conditions. Triggers of this type can be set to run off any Date or Date & time column in your worksheet at a specified time or days and weeks before and after the time in your column.
For instance, in the example trigger condition below, we set an automation to trigger at midnight the day after a new customer support ticket is received. We further add "conditions" to the automation to catch any tickets that are "Unresolved" or "On Hold" one day after the customer submitted them.
When a Column is updated
Useful for tracking changes, the "when column is updated" trigger condition activates when new data is added to a column or existing data is changed. Data added above the table header row will not activate this trigger, nor will formatting changes.
When a User column is assigned to a User
This trigger condition sets off an automation whenever a user is assigned in a user data type column. It will trigger both when a new user is added to the column and when the existing user value is changed to a different user.
When a new row is created from a Form submission
This trigger works well with Forms and Form views, allowing you to set up automations for new form submissions. This trigger only activates when a user submits data through a form, not when you manually add or update the form data in a work worksheet.
Every time period (recurrent)
Recurring triggers allow you to automate tasks and reminders at some regular interval. They can be configured in the "Recurrence setting" popup that appears when you click the current recurring trigger settings.
Set recurring triggers to run daily, weekly, or monthly at certain dates and times.
Changing an automation's trigger conditions
You can delete an automation's existing trigger conditions and replace them with another set of trigger conditions by clicking the X to the top right, confirming you wish to remove the trigger conditions, and then selecting new conditions.
After determining what trigger conditions to give your automation, you may want to customize conditions and apply either standard Spreadsheet.com actions or actions that integrate with outside systems.