When a record matches conditions trigger
  • 30 Aug 2022
  • 2 Minutes to read
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When a record matches conditions trigger

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Automations allow you to perform an action whenever a record fires the trigger for that automation. When building an automation, the first step is to the choose the trigger that will start that automation. The "When a record matches conditions" trigger will run when a record matches the conditions you define in your particular configuration. 

NOTE
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.


Select the trigger

After you add an automation, the first step is to select the trigger you want to use. In this example, we'll use the "When a record matches conditions" trigger.

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Select your data

After choosing the trigger, you need to select the table that you want to setup your filter conditions for. Then, add in the filter criteria you want to use to trigger the automation. In the example below, we've configured the automation to trigger every time a project in out "Video Tracker" table has it's "Project Status" field equal to the exact value, "Ready to Publish". You'll then want to test your trigger to make sure it works.

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NOTE
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 should allow creating more self-contained automations and avoid the problems of accidentally triggering executions or breaking the automation by changing the view it depends on.



Add an action

After you’ve configured and tested the trigger, it’s time to add an action. In the example below, we’ll use the “Send Email" action to send a message to the person who requested this project initially, populating the message with information from the record that triggered this automation:

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Once you've setup the action, run a test on the action to make sure it's configured correctly. Lastly, make sure to turn your automation on. You can then view information on any past automation occurrences in that automation's run history.

NOTE
For more help with configuring Automation actions, view these support articles.



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.


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