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Learn how to use the "When record matches conditions" trigger to trigger an automation to run anytime a record in a specified table matches one or more configured conditions.
Considerations before using the “When record matches conditions” trigger
The "When a record matches conditions" trigger will run when a record matches the conditions you define in a particular automation’s configuration.
Records currently matching the conditions set will not cause the trigger to fire. Records must change states to the matching condition(s) for the trigger to start the automation. More information in the FAQs section below.
This trigger is similar to the When a record enters view trigger, except that you don't need to create a view to set it up. This allows you to create a more “self-contained” automation and avoid the problems of accidentally triggering executions or breaking the automation by changing the view it depends on.
Setting up an automation to trigger when a record matches conditions
Step 1: Create a new automation
To start creating an automation, from the open base of your choice click on Automations in the upper left corner of your screen to open the automation configuration window. Click the + Create automation option to begin the setup process. If you would like, you can rename the automation right away to make it easier to understand what it does.
Step 2: Configure the “When record matches conditions” trigger
Next, you will need to click + Add trigger option.
Once clicked, the available triggers will be displayed for you to choose from. Choose the When record matches conditions option.
Under the “Table” section, select the table containing the view you want this automation to watch.
Under the “Conditions” section click + Add condition.
From here, if you are unfamiliar with the process of creating conditional logic in Airtable, then consult this support article.
Step 3: Test the trigger
It’s important to test the trigger at this point so that you can utilize dynamic tokens in the automation action steps. This trigger allows you to pull in information from the record that triggered this automation such as record ID or last modified time.
Step 4: Add one or more automation actions
Check out our help center’s Automation actions section to learn more about each action Airtable offers.
Step 5: Test and turn on the automation
Again, be sure to test all of the steps in the automation that you are building. Once every part of the automation has tested successfully, you’ll likely be ready to turn the automation on. Find the red colored “OFF” toggle and click it so the automation now appears as “ON” in green.
FAQs
Why aren't the date, or time-based, conditions in my "When a record matches conditions" trigger evaluating correctly?
Automations run on GMT since that is the default timezone that Airtable operates on behind the scenes. When setting up time-based conditions in Automations you may need to adjust times manually or create a formula to auto-adjust times so that the conditions evaluate according to your timezone.
Why aren't all of the records currently matching the conditions I've set triggering the automation to run?
Triggers do not work retroactively. Records that matched the conditions before the automation was configured and turned on will not cause the trigger to run. The record will need to “change states” for the trigger to recognize the conditions being matched.
As a workaround, you could clear out the data from multiple records (just one of the fields related to conditions you've set will need to be cleared) and then press CtrlZ (undo). This will cause the record to change states, thus triggering the automation to run. Using this workaround, it's important to think about how clearing data out might affect other automations or workflows. Be cautious when using this method.
Alternatively, if you find yourself needing to update existing data in your tables we recommend checking out the Batch update extension.
How can I get the automation to reference data in other tables?
If the data in another table is referenced in an action step, then you might be able to reference that information via a token, dynamically using the + button.
However, data in other tables may need further connection via linked record, rollup, count, or lookup fields in order to be referenced in your automation. Think of it this way, if the table you are using in the trigger step isn’t connected via linked record relationships to the other table that you want to pull information from, then the automation has no awareness to be able to inherently make that connection. In these instances, you will want to go and work on the base design a bit more, return to the “Automations” tab, retest the trigger step, and then add in those linked record relationship’s information.