Automations let you create rules that automatically perform actions when certain events occur in XNote.
Important: Important: Automation availability depends on your plan (see Section 4.1 for plan limits).When the limit is reached, an "Upgrade to unlock workflows" button appears.
3.14.1 View Automations
The Automations page shows your automations as cards. Each card displays:
- Automation name and trigger type
- Action service badges with connection status (green = connected, gray = disconnected)
- Enable/disable toggle
- Three-dot menu for Edit and Delete
Header buttons:
- History : Opens the execution history panel (see 3.14.6)
- Services : Opens the connected services page (see 3.14.5)
If you have no automations, the Templates section is shown first to help you get started.
3.14.2 Create an Automation
Click "+ New Automation" to open a 4-step wizard dialog:
Step 1 : Basic Info: Enter a name (required) and description (optional).
Step 2 : Trigger: Choose what starts the automation:
- Note Updated
- Task Created / Completed
- Event Created / Updated
- Time-Based (with schedule: Daily, Weekly, or Monthly + time picker)
Step 3 : Conditions: Optionally add a condition (text contains, task priority, or no condition).
Step 4 : Actions: Select and configure actions:
- Gmail, Google Drive, Google Calendar, Google Tasks, Slack
- Each action shows its connection status. Click "Configure" to set up recipients, content, and details.
3.14.3 Edit an Automation
To edit an existing automation, click the three-dot menu on its card and select "Edit". The same wizard opens with your current settings pre-filled.
You can change name, description, conditions, and action configurations. You cannot change the trigger category.
3.14.4 Automation Templates
Templates are displayed as a carousel (or grid when expanded). Filter by category: All, Organization, Productivity, or Notifications.
Each template card shows the name, trigger type, and action service badges. Click "Use Template" to pre-fill the creation wizard with the template's settings. 20+ templates available.
3.14.5 Connected Services (Google, Slack)
Click the "Services" button in the Automations header to manage connections.
Available services:
- Gmail : Send emails
- Google Drive : Create/update files
- Google Calendar : Create/update events
- Google Tasks : Create/update tasks
- Slack : Send messages to channels or DMs
Click "Connect" to authorize via OAuth. Click "Disconnect" to revoke if active automations depend on it, a warning lists the affected automations.
3.14.6 Automation History
Click the "History" button in the header to open the execution log panel.
Each entry shows:
- Automation name and trigger type
- Execution timestamp
- Action performed with service icon
- Status (success or failed with error message)
Filter by action type, trigger event, rule type, or sort order.