Automations

An automation is a rule on one pipe. It has three parts, the same way you would explain it to a colleague:

• When something happens: a card is created, moves, changes, runs late, or a date or time arrives.
• Only if the card matches a condition (optional).
• Then do up to ten things to it, in order.

Find them under Pipe settings, Automations. Pipe admins create and edit them; everyone else just sees the results on their cards. Automations are included on paid plans and during the free trial.

Start from a template

New automation offers a few starting points built from your own pipe’s phases and fields:

• Tell assignees when a card arrives in a phase
• Remind people the day before a card is due
• A Monday check-in on every open card
• Stamp today’s date into a field when a card is finished
• Send finished cards to another system
• Link a record by name when a card is created

A template opens in the editor unsaved, so change anything you like first. Or start from scratch.

When: triggers

Trigger	Fires when
Card created	A card is added, by a person, a form or the API.
Card moved	A card changes phase. Optionally only from one phase, to one phase, or both.
Field changed	One chosen field’s value changes.
Card late	A card passes its phase’s time limit.
Card expired	A card passes the pipe’s overall time limit.
Comment added	Someone comments on a card.
Action button pressed	Someone presses one of the pipe’s action buttons, or a chosen one.
Phase form submitted	Someone outside the team sends back a phase form link for a card, for any phase or a chosen one. If the form already moves the card on submit, the rule sees the card in its new phase.
Card approved	A phase’s approval step is signed off, for any phase or a chosen one. If the phase moves approved cards on, the rule sees the card in its new phase.
Card rejected	An approver rejects a card, for any phase or a chosen one.
On a schedule	Every day, every weekday, once a week or once a month, at a time you pick.
Date reached	A number of days before or after a card’s due date or a date field, at a time you pick.

The two time-based triggers run once for every card that meets the rule’s condition at that moment. A schedule skips cards in done phases unless you tick Include cards in done phases; a date reached rule only looks at active cards.

Time zones

Each rule has a time zone, which starts as yours. Schedule times, date reached times and {{today}} all use it, so “weekdays at 9:00” in Pacific/Auckland means 9:00 in Auckland, summer time or not.

Only if: conditions

Conditions use the same filter builder as saved views: combine field checks with AND and OR, including the card’s phase, labels and dates. The condition is checked against the card as it is when the rule runs. Leave it empty to run every time.

Then: actions

Action	What it does
Move card	Moves the card to a phase.
Set field	Sets a field to a value, or clears it.
Add labels, Remove labels	Adds or removes labels.
Set due date	Sets the due date a number of days from now, or clears it.
Add comment	Posts a comment on the card, signed by the rule.
Notify	Sends an in-app notification to the card’s assignees, its creator or chosen people.
Send webhook	Sends the card to a URL you choose.
Update record	Writes values onto the record the card links to.
Look up record	Finds a record by a value, links it to the card and copies values across.
Create connected card	Creates a card in another pipe and connects the two cards.

Actions run top to bottom, and a later action sees what earlier ones did. Either every action in a run succeeds or none of them do: if the third action fails, the first two are rolled back and the run log says why.

A rule that moves a card skips your phase transition limits (you chose the target), but the card still needs every field a person would need to leave its phase. If a required field is empty, the move fails and the run log names the field.

Field value templates

Comments, notifications, field values, record values and lookups can include placeholders. The editor’s Insert buttons add them for you, and a preview underneath shows field names instead of ids.

Placeholder	Becomes
{{title}}	The card’s title
{{phase}}	The card’s phase, after any moves in this run
{{today}}	Today’s date in the rule’s time zone
{{today+7}}, {{today-1}}	A date that many days away
{{now}}	The current date and time
{{field:…}}	Another field’s value as a person would read it: the option’s name, the person’s name, Yes or No

When you set a field to exactly one field placeholder, the value is copied as it is, so “set Reviewer to {{field:Owner}}” copies the person, not their name as text. Anything else is filled in as text and then converted to the field’s type: a date field accepts {{today+7}}, a number field accepts a number, and a select field accepts an option’s name. If it doesn’t fit, the run fails and the log shows the value it tried.

Records

If your pipe has a record field (customers, products, sites), rules can work with the record as well as the card.

Look up record searches a collection for the first record whose field matches a value, usually a placeholder such as the customer name typed on the card. The match ignores capitals. It can then link the record in a record field and copy record values into card fields. If nothing matches, choose whether the rule carries on, clears those fields, or stops.

Update record writes values onto the record the card already links to, such as “Last order” set to {{today}}. The record is checked against its collection’s own rules first, and the card’s link label is refreshed if the record’s name changed.

Connected cards

Create connected card adds a card to another pipe (or this one) and connects it to the card the rule ran on, for example an onboarding project when a deal is won. The two pipes need a connection field between them: pick the one on this card, the one on the new card, or both. Fill the new card’s start form fields with values or placeholders such as {{title}} onboarding; placeholders read the card the rule ran on.

The new card goes through the same start form checks as one a person adds, so a required field left empty fails the run and no card is created. You need to be able to add cards to the other pipe to save the rule. The new card counts towards your plan’s cards like any other, and rules in the other pipe can react to it.

Webhooks from a rule

Send webhook posts JSON to your URL after the rest of the run has been saved:

{
  "type": "automation.webhook",
  "automation": { "id": "…", "name": "Send won deals to Xero" },
  "trigger": "card.moved",
  "teamId": "…",
  "pipeId": "…",
  "cardId": "…",
  "sentAt": "2026-10-05T21:00:00.000Z",
  "card": { "…": "the whole card, as pipe webhooks send it" }
}

Choose Ids only to leave out card. Each request carries an x-pipe-signature: sha256=<hex> header, an HMAC SHA-256 of the raw body using the rule’s signing secret, which the editor shows once the rule is saved. Check it before trusting the request:

import { createHmac, timingSafeEqual } from 'node:crypto'

function verify(rawBody, header, secret) {
  const expected = createHmac('sha256', secret).update(rawBody).digest('hex')
  const got = header.replace(/^sha256=/, '')
  return (
    got.length === expected.length &&
    timingSafeEqual(Buffer.from(got), Buffer.from(expected))
  )
}

A rule’s webhook is sent once. If your endpoint is down, the run is marked failed with the reason, and the card changes from that run stay in place. For deliveries that retry, use a pipe webhook under Pipe settings, Webhooks. Webhook URLs must be public addresses.

Test on a card

Every rule has Test on a card. Pick a card and Track40 runs the rule as it stands in the editor, saved or not, then undoes everything. You see what it would have done (“Set Priority · Moved to Review · Would send webhook to hooks.example.com”), or why it wouldn’t run. Tests don’t change the card, send anything or count toward your allowance.

Order, on and off, and the run log

Drag rules to set the order they run in when several fire on the same event. Switch a rule off to pause it without losing it.

Recent runs lists what ran, on which card, and what it did. Filter by rule or result:

• Ran: the actions were applied.
• Failed: nothing was applied, and the reason is shown.
• Skipped: the team’s monthly automation allowance was used up.

A condition that doesn’t match isn’t a run and doesn’t appear.

Rules that trigger rules

Changes a rule makes count as events, so one rule can set off another: moving a card can fire a “Card moved” rule. A rule never fires on its own changes, and a chain stops after three rules, so two rules that move a card back and forth can’t loop forever. Changes made by a rule show in the card’s activity as “Automation · rule name”.

Allowance and limits

Each run counts once toward your plan’s monthly automation allowance, however many actions it has. Tests and condition misses are free. See pricing for the allowance.

• Up to 50 rules per pipe and 10 actions per rule.
• A scheduled slot runs on up to 500 cards. Narrow the condition if you need more.
• After an outage, events and schedule slots more than a day old are skipped rather than replayed late.

Bringing automations from Pipefy

When you sync a pipe from Pipefy with the browser extension, its automations come across too where Track40 has an equivalent: created, moved and field updated triggers, late and expired, the due date, moving cards, setting fields, labels, and the conditions between them. They arrive switched off, so nothing fires until you have read each one and turned it on.

Anything without an equivalent, such as sending email or creating cards in another pipe, is listed in the import summary with the reason, so you can rebuild it by hand.

The API

Everything here is also available through the API, including test runs and reordering. See the API reference.