Once you have five or ten automations, the question becomes "which one does what, and which ones are on?". The Automations screen answers exactly that: it shows every flow's status, its trigger, how many times it has run and when it last changed. This article walks through every box, filter and button on the screen.
💡 The viewer role is enough to open this screen; building and editing automations needs edit rights, and turning them on or off and deleting them forever needs publish rights. See Roles and permissions.
What you will find in this article
- The tabs on the screen
- The folder strip and the trash
- Search and filters
- List and grid views
- Everything written on a row
- The row action menu
- Pagination and empty lists
- Common mistakes
The tabs on the screen
The page title (Automations) sits at the top with the New automation button beside it. Four tabs run underneath:
New automation is only drawn for roles with edit rights, and it opens the template gallery.
The folder strip and the trash
Folders sit to the left of the list on desktop and as a horizontally scrolling strip above the list on a phone:
- All — Every automation except the ones in the trash. The number beside it is the total.
- No folder — Automations that were never put into a folder.
- Folder names — Each folder you create gets its own row, with the number of automations inside it.
- Trash — Deleted automations. The number shows how many are in there.
Below the strip sits a collapsible Manage folders heading (New folder when you have none yet): creating, renaming and deleting folders all happen there. See Folders, bulk actions and the trash.
Search and filters
A search box and a Filters button sit above the list.
The Search automations box filters as you type and matches the automation's name. The clear button on its right resets the search.
Filters holds two dropdowns. On a phone they open when you tap the button; on a wide screen they are already side by side:
- All statuses — Choose Draft, Live or Off.
- All triggers — Choose Keyword, Any message or Default reply. These three exist to separate, at a glance, the automations that start from an incoming message.
Press Filters after choosing to narrow the list. The number on the button says how many filters are active; Clear filters removes them all.
💡 Search and filters travel in the address bar. You can bookmark a view you use often (for example "only the ones that are off"); if you send the link to a teammate, they open the same list.
List and grid views
To the right of the tab row (above the list on a phone) sit two buttons: List view and Grid view. In list view every automation is one row with the numbers aligned right; in grid view they are laid out as cards. The view you pick also travels in the address.
In the same place, as long as the list has at least one row, there is a Select button: it turns on selection mode so you can tap cards to mark several automations. As soon as you select something, a sticky action bar appears at the bottom of the screen.
Everything written on a row
Each row carries:
- Status badge — Draft (amber), Live (green) or Off (grey). On a narrow screen the badge is not shown separately; the status is written at the start of the grey line under the name.
- The automation's name — Clicking it opens the flow editor.
- An amber dot — Appears on automations that have a published version but unpublished changes in the draft. Hovering it reads Unpublished changes.
- A lock icon — Appears when a session stopped at a step because of a plan lock in the last 30 days: the flow is live, but one of its steps is not running.
- Trigger summary — The grey line under the name. It lists the trigger types and, for the ones that carry keywords, the keywords too ("Keyword: price, info"). With no triggers at all it reads No trigger.
- Folder name — Added to the end of the same line when the automation sits in a folder.
- Runs — The automation's total session count.
- Clicks — The button click rate over messages sent in the last 30 days. A dash (—) means nothing was sent.
- Time — When it last changed ("2 hours ago"). In the trash view this is the deletion time instead.
- Action menu — The three dots at the end of the row.
⚠️ Note: Runs is the all-time session count while Clicks only covers the last 30 days. Do not put them side by side and calculate a ratio; use the Stats tab for period comparisons (Automation stats).
The menu behind the three dots changes with your rights and the automation's state:
- Edit — Opens the flow editor. Everyone sees this.
- Duplicate — Creates an identical automation with "(copy)" appended. A copy always arrives as a draft.
- Turn on / Turn off — Only on published automations and only with publish rights. Turning off stops running sessions.
- Move to folder — You pick from the folder list at the bottom of the menu. When the automation already sits in a folder, No folder is added to the top of that list.
- Move to trash — Sends the automation to the trash. Trashing a live automation needs publish rights; after you confirm, the automation is turned off and running sessions stop.
In the trash view the menu only does two things: Restore and Delete forever.
Pagination and empty lists
The list is paginated: Previous and Next buttons sit at the bottom with a "Page 2 / 5" indicator. The page number travels in the address bar too.
When the list is empty the screen says one of three things:
- No automations at all: the No automations yet heading, a short explanation and (if you have the rights) a New automation button.
- A filter or search returned nothing: No automation matches this filter.
- The trash is empty: Trash is empty.
A concrete example
A bakery account has six automations: order taking, price question, address question, comment-to-DM, birthday reminder and the default reply. You open the screen in the morning asking "why did no orders come in last night?".
- Click All and switch to List view.
- Open Filters, change All statuses to Off and press Filters.
- If "Order taking" shows up in that list, the answer is clear: the flow is off. Choose Turn on from the row menu.
- If it is not there, switch the filter to Live and look for the amber dot on the row: a dot means yesterday's fix is still sitting in the draft and was never published.
Common mistakes and how to fix them
- Editing an automation and expecting the list to change. The list shows the automation itself, not the published version. When you see the amber dot, open the automation and press Publish.
- Mistaking an automation that is off for a deleted one. An automation that is off stays in the list; only its triggers stop. Deleted ones are in the Trash.
- Treating an empty click rate as a bug. A dash (—) means nothing was sent in the last 30 days; that is not a fault.
- Saying "my automation disappeared" while a filter is on. Check the number on the button and press Clear filters.
- Expecting a teammate to see the same buttons. The agent and viewer roles can only look; Turn on/off and Delete forever need publish rights.
Related articles