Automating workflows within Notta saves you time and effort, driving greater operational efficiency. This article guides you through how to automate your workflows in Notta.
Prerequisites for using this feature
Plan: Available on Business plan and Enterprise plan
Role: "Personal Rules" are available for all roles
"Workspace Rules" are only configurable by Enterprise Owners
Platform: Notta Web
🎯 What are automation rules?
Automation rules allow you to automatically execute predefined actions when specific conditions are met. This system is structured as a workflow that combines a "Trigger" (the starting condition) and an "Action" (the process to execute). When an event occurs that matches the specified trigger conditions, the automation rule runs automatically, executing the set actions in sequence.
For example, you can create a rule that says: "When a meeting ends, automatically generate an AI summary using the 'Team Meeting' template and share it to a Slack channel". This ensures that meeting participants receive minutes immediately, streamlining information sharing.
Currently, there are two types of automation rules: "Personal Rules" and "Workspace Rules".
| Rule Type | Personal Rules | Workspace Rules |
|---|---|---|
| Creation Permissions | All Members | Enterprise Owners Only |
| Scope of Application | Transcripts where you have "Full Access" or folders where you have "Can edit and download" or higher permissions | All transcripts and folders within the workspace |
✏️ Create automation rules
Automation rules consist of a trigger (condition) and actions. While the available actions are identical for both rule types, the trigger conditions differ based on the rule type. Please review the details below.
| Rule Type |
Personal Rules (All Members) |
Workspace Rules (Enterprise Owners) |
|---|---|---|
| Triggers |
|
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| Actions |
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|
Create personal rules
In Business and Enterprise workspaces, all members can create and use their own personal rules. These rules will only trigger if you have the required access permissions for the target transcript or folder.
- Click Automations at the bottom of the left menu on Notta Web.
- Click Create automations.
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Set a Name for your automation rule.
- If you are logged into an Enterprise Owner account, you will see two options: "Workspace" and "Personal". Make sure to select "Personal" before naming the rule.
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Configure the Trigger (Condition). For Personal Rules, the available filters vary depending on the main trigger chosen. The rule will only execute when both the main trigger and all active filters are met.
Main Condition Transcription completed New transcript in folder Filters Required "My access to this record" must be set to either Creator or Full Access. The specific target folder (*2) Optional The transcript title contains specific keywords (*1) - *1: You can add keyword filters for transcript titles by clicking "+ Add" below the 'My access to this record' setting.
*2: When using "New transcript in folder" as a trigger in personal rules, you can only select folders where you hold "Full Access" or "Can edit and download" permissions. The rule triggers automatically when a transcript is newly created within that folder, or when an existing transcript is moved into it.
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Configure the Initial Action. Since "Automatically generate AI Summary" is currently the only available initial action, please select your preferred AI template.
- "Display AI notes in the record" is enabled by default (displays in the AI summary area of the transcript detail view). If you turn this off, make sure to add a sync action to an external service in the subsequent steps so your summary has a destination to save to.
- Set up subsequent actions if needed. You can add a second or additional actions by clicking Add subsequent action.
- Click Create automations in the bottom-right corner and select either Save Only or Save and Activate to save the rule.
Create workspace rules
A "Workspace Rule" is an automation rule that applies across the board to all transcripts within the workspace, regardless of ownership or sharing status. Only Enterprise Owners can create and manage these rules.
- Log in to Notta Web with an Enterprise Owner account and click Automations at the bottom of the left menu.
- Click Create automations.
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Set a Name for your automation rule.
- Two options will appear: "Workspace" and "Personal". Please make sure that "Workspace" is selected before entering the rule name.
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Configure the Trigger (Condition). For Workspace Rules, you can select one of two available triggers.
Condition Transcription completed (*1) New transcript in folder (*2) *1: The rule triggers automatically as soon as any new transcript within the workspace is completed, regardless of ownership.
*2: When "New transcript in folder" is selected as a Workspace Rule, the automation triggers as soon as any new recording finishes transcribing, regardless of its location within the workspace. It will also trigger whenever an existing transcript is moved into any folder.
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Configure the Initial Action. Since "Automatically generate AI Summary" is currently the only available initial action, please select your preferred AI template.
- "Display AI notes in the record" is enabled by default (displays in the AI summary area of the transcript detail view). If you turn this off, make sure to add a sync action to an external service in the subsequent steps so your summary has a destination to save to.
- Set up subsequent actions if needed. You can add a second or additional actions by clicking Add subsequent action.
- Click Create automations in the bottom-right corner and select either Save Only or Save and Activate to save the rule.
Note: When a new Workspace Rule is saved and activated, an email notification is automatically sent to all members. This notification informs them that the rule is active and advises them to review their "Personal Rules" settings to prevent duplicate AI summaries.
⚙️ Manage automation rules
You can modify, delete, or otherwise manage your created automation rules. Personal Rules are visible and manageable exclusively by their respective creators. Workspace Rules are visible to all members, but only the Owner have the authority to manage them.
Enable and Disable automation rules
On the automation settings screen, you can toggle each automation rule on or off under the "Operate" column to enable or disable it.
Note: Each time a Workspace Rule is enabled, an email notification is automatically sent to all workspace members.
Rename automation rules
- Click the > arrow next to the target automation rule.
- Click the Pencil icon to rename the rule. Once done, click Save.
Modify triggers and actions
- Click the > arrow next to the target automation rule.
- Modify the trigger or actions as needed, then click Save.
Delete automation rules
- Click the > arrow next to the target automation rule.
- Click Delete and confirm by clicking Confirm deletion.
🧩 Use Zapier to connect Notta with other apps
Zapier is a powerful tool that automates workflows by connecting various web applications. Integrating with Zapier allows you to expand your automation capabilities and further boost business productivity. The steps to integrate with Zapier are as follows:
- Click Integrations & Apps in the bottom-left corner of Notta Web.
- Click Connect underneath Zapier.
- Create a Zap in Zapier to link Notta with other applications. For detailed instructions on how to build a Zap, please refer to the Official Zapier Guide.
💬 FAQs
No, they cannot. Personal Rules are designed to be visible and manageable exclusively by the individual creator (each member).
Yes. AI summaries generated through automation rules are counted the same way as regular AI summaries. Each successful generation deducts 1 count from your AI Notes usage quota.
No, they cannot. Only Owners have the authority to toggle Workspace Rules on or off. For regular members, the toggle switch will appear grayed out (inactive).
Both rules will run independently, which may result in duplicate actions.
For instance, if AI summary conditions overlap, the AI summary action might be executed twice on the same transcript, resulting in duplicate consumption of your AI Notes quota.
The rules themselves will be retained without changes. However, the previous Owner will lose management permissions, and the new Owner will inherit full administrative control over them.
When a Workspace Rule is enabled, the system automatically dispatches a notification email from no-reply@notification.notta.ai.
Please advise the member to check their Spam or Junk folder first. If the email cannot be found there, please instruct them to contact our Support Team with the details so we can investigate further.