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Working with automations

An automation runs a set of steps without anyone starting it. It can create a call task for every new lead, move a project to Won when its contract is signed, or have Rex send you a list of quiet leads every weekday morning. XBuild saves every run, so you can see what happened. Administrators on the Business and Enterprise plans create and manage automations. Standard members can see automations and their runs. Compare plans in Plan comparison. On every plan, the built-in pipeline moves still run in the background. If you don’t see this feature in your account, contact support@x.build.

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1. Create an automation

You must be an XBuild Administrator to do this.
  1. Click Automations in the sidebar, then New automation.
  2. Choose Set up with Rex to describe what you want, or Set up manually to build it step by step.
  3. Pick a trigger, add steps, and click Create.
Rex always asks for your approval before it creates or changes an automation. Your Location also starts with default automations, such as Call every new lead. You can edit, turn off, or delete them like any other automation. A Location can have up to 30 of its own automations turned on. The defaults don’t count toward this limit.

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2. Triggers and steps

Ask Rex to is always the last step. Steps that act on a project need an Event based trigger.

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3. Split into paths

After the shared steps, you can add one split:
  • If / otherwise runs the first path whose conditions match, or the Otherwise path.
  • All at once runs 2 to 5 paths side by side.
A path can’t split again.

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4. Follow runs and approvals

Open an automation to see its steps, an AI Run Summary, its Previous Runs, and the tools it can use. Click a run to see each step marked Done, Skipped, Failed, or Waiting for approval. For a Rex step, click Show thread to read what Rex did. When a step needs a person, such as a stage move that needs confirmation, the run waits and the approver gets a notification. Older runs stay in the history as Recorded history.

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5. Change or turn off an automation

You must be an XBuild Administrator to do this.
  • Click Edit, or click Ask Rex and describe the change.
  • Use the switch on its card to turn it on or off.
  • Open the … menu to rename, duplicate, or delete it.
To stop all automations at a Location, set Run automations to Off in Settings → Connections. The built-in pipeline moves keep running.

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6. Troubleshooting common issues

  • I can’t create an automation. Only Administrators on the Business and Enterprise plans can.
  • I can’t turn an automation on. Your Location already has 30 turned on. Turn one off first.
  • There’s no Run now button. The automation is Event based, so it runs when its event happens.
  • An automation didn’t run. Check that it’s on, check its schedule, and check that Run automations is on.
  • An automation shows Broken. Read the reason on its page, then click Run as me or Fix with Rex.
For further assistance, contact XBuild Support at support@x.build.