The first step in workflow automation is creating a bot.

A bot binds an event (ex: a new employee record created) to a process (for example, a sequence of steps and tasks to send an email to the new employee). For more information, see Bots: The Essentials.

The intuitive AppSheet editor enables you to create all the components of automation in a single bot. That is, you can configure the event, process, steps, and tasks without switching between tabs to configure individual components.

To create a bot:

  1. In the AppSheet UI, select Automation> Bots.

  2. Click New Bot.

  3. Perform one of the following tasks:

    • Choose from the list of suggestions. AppSheet Automation is an intent-aware platform. The platform understands user intent and recommends configuration options that align with what you are trying to achieve. For example, selecting the following bot suggestion would create a fully configured bot:
      When employees record is updated, send an email

    • Create a custom bot. Enter a name in the Bot name field and click Create a custom bot to create a new custom bot.

  4. Configure the event.

  5. Configure the process, including the steps and tasks.

  6. Configure the bot.
    Expand the Options section and configure one or more of the following advanced settings to control the behavior of your bot:

    • Trigger other bots - Enable this option to allow data change steps in this bot to execute other bots that are listening for the same data change events. Disable this option to prevent data change events triggered by the current bot from triggering other bots.

      If enabled, the following policies are enforced to avoid infinite event-trigger loops:

      • An event that is a result of a data change made by the bot cannot subsequently trigger the same bot.

      • If two or more bots trigger one another continuously in succession, the maximum number of triggers that can be initiated between them is 5. For example:

        • Bot A triggers Bot B

        • Bot B triggers Bot A

        • Bot A triggers Bot B

        • Bot B triggers Bot A

        • Bot A triggers Bot B

    • Wait for execution to complete - Enable this option to instruct the app to sync data changes only after this bot and all bots that it triggers complete their execution. Disable this option to instruct the app to sync data after this bot completes its execution, even if there are triggered bots still executing in the background. Note: This option is available only if the Trigger other bots option is enabled.

    • Bot icon - Select an icon to add to the bot for easy identification.

  7. Document the bot.
    Expand the Documentation section and enter a descriptive comment for the bot that will enable collaborators to easily understand its purpose.

  8. Save the bot by selecting one of the following:

    • Save - Save the bot

    • Save & verify data - Save the bot and verify the data defined.

    • Save & notify users - Save the bot and notify users.

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