> ## Documentation Index
> Fetch the complete documentation index at: https://docs.x.build/llms.txt
> Use this file to discover all available pages before exploring further.

# Automations

> Steps that run on a schedule, when something happens in XBuild, or when you click Run now

## 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](https://docs.x.build/plans-billing/plan-comparison.md). On every plan, the built-in [pipeline moves](https://docs.x.build/platform/pipeline-stages.md) still run in the background.

If you don't see this feature in your account, contact [support@x.build](mailto:support@x.build).

### 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.

### 2. Triggers and steps

| Trigger | When it runs |
| - | - |
| **Scheduled** | Once, or on a repeating schedule in your time zone |
| **Event based** | When something happens, such as a project is created or a proposal is signed. Add **Only when** conditions to limit it to some projects. |
| **Manual** | When someone clicks **Run now** |

| Step | What it does |
| - | - |
| **Create a task** | Adds a [task](https://docs.x.build/platform/tasks.md) for someone, such as the project owner |
| **Move the project** | Moves the project to a stage, right away or after someone confirms |
| **Suggest a project change** | Asks the project owner to confirm a change |
| **Notify someone** | Sends an in-app notification |
| **Ask Rex to** | Rex follows your written instructions, such as reading your projects or sending an email |

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

### 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.

### 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**.

### 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.

### 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](mailto:support@x.build).


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