Kraaft saves you precious time with automations! No more manual sending, no more forgetting: you set up a rule once, and Kraaft takes care of the rest 🎉
An automation always works the same way: when something happens and the condition is met, then Kraaft acts for you. Let's go through these three building blocks one by one 👇
💡 What automations can do for you
Incident alert on a site — get notified right away when an issue is reported, so you can react fast 🚨
Task validation — get a notification as soon as a task is validated, and follow progress in real time 🚧
Owner assignment — get notified automatically when you're set as the owner 👷
Report sending — send a PDF, Word or Excel report to stakeholders as soon as it's completed 📄
🚀 Before you start
Automations are set up from your computer, and only administrators and account owners can create them 🔧
Click on "Automations" in the left-hand menu
Click on "New automation" ➕
Give it a clear name — that's the one you'll find in your list 📝
All that's left is to fill in the three building blocks.
1️⃣ What your automation is based on
This is your first choice, and it changes everything that follows: the conditions available depend on what you select here.
Conversation — your automation watches every conversation in your workspace, and your conditions apply to the conversation fields 💬
Report — you select one specific report template, and your conditions apply to the fields of that template 📝
💡 A conversation has the same field types as a report — title, text, date, owner… They simply live at conversation level rather than report level.
2️⃣ When your automation triggers
You can add as many conditions as you like with "Add a condition". Two things to keep in mind:
The and / or applies to all your conditions at once, not condition by condition. Either all of them must be met, or just one is enough ⚠️
If you set no condition at all, the automation triggers when the report or the conversation is created ✅
Here is everything you can use as a condition, depending on the field type:
🔧 Field type | ⚙️ Available conditions | 📝 What you fill in |
Text, Title, Report name | is empty · is not empty · contains · does not contain · is · is not | The text to compare |
Number | is empty · is not empty · equals · does not equal · is greater than · is greater than or equal · is less than · is less than or equal | The number to compare |
Date (and automatic date) | is empty · is not empty · is · is not · is before · is on or before · is after · is on or after | The date to compare |
User (owner, automatic user) | is empty · is not empty · is · is not · is one of · is none of | One or more members of your workspace |
Checkbox | is · is checked by · is checked by none of | Checked or unchecked — and the members concerned for the last two |
Choice field | is empty · is not empty · is · is not · is one of · is none of | One or more options from the field |
Picture, video, document | is empty · is not empty | Nothing to fill in |
Signature | is empty · is not empty | Nothing to fill in |
Conversation | is | An existing conversation that you search for and select |
⚠️ Fields that don't work with automations yet
The Location field 📍
The Table field 🔧
The External list field 🗂️
If your use case relies on one of these fields, write to us — we log every request and it helps us prioritise what comes next 💪
3️⃣ What Kraaft does for you
An automation triggers one action out of these three:
Notification — stay informed in real time, right on your device 📱
Message in the conversation — the alert shows up in the site discussion ⚠️
Email — send an email to the right people, even if they don't have a Kraaft account 📤
🎯 Choosing who receives it
When you set up a notification or an email, you decide exactly who gets it:
A member of your workspace that you pick directly from the list — so they need a Kraaft account and must belong to your workspace 👤
The member set in a Kraaft field — for example the owner listed on the report or the conversation. Same requirement: they're a member of your workspace 📋
An email address typed manually — the only option that reaches someone outside Kraaft. Available on email automations only ✉️
⚠️ The first two options only work with members of your workspace. And for them to actually receive an email, an address must be linked to their Kraaft account. For anyone outside — a client, a subcontractor, a project manager — use the manual email address.
💡 Inserting data into your message
To add dynamic data to your message or your email, type @ in the content, then select the field you want 🔖
You can mention a field from your conversation or from your report, depending on what your automation is based on.
📎 Email attachments
On an email automation, Kraaft attaches a document automatically. What gets attached depends on what your automation is based on 🎯
📝 Your automation is based on a report
The report itself is attached, in the format of your choice:
PDF — the classic format, readable anywhere 📄
Word — for recipients who need to edit the document ✍️
Excel — for structured exports you can work with in a spreadsheet 📊
Pictures only — to share just the visuals from the report 📸
💬 Your automation is based on a conversation
The attachment is then a different kind of file: it's an export of the conversation, presented as a report 💬
💡 Attachment too large? Kraaft sends the email as usual, with a download button instead of the file. The recipient clicks and gets the document.
♻️ Managing your automations
Once your automations are created, you stay in control at all times 🔧
Enable / Disable — the button right next to the automation pauses it or starts it again ⏯️
Duplicate — click the 3 dots on the right, then "Duplicate". Perfect when you have several similar automations to create ♻️
Delete — from the same 3-dot menu 🗑️
🔌 Going further with the Kraaft API
Want to trigger actions or connect Kraaft to your other tools beyond automations? The Kraaft API takes you further 🔗
To find out more, check out How to use the Kraaft API.
📞 Need help?
If you have any questions, Contact us!