Triggers — hand records on automatically

Updated Markdown

A trigger watches one list and acts on its own: "when a record meets these conditions, do this." It's the way to hand records to a pipeline, change their status, or tag them without doing it by hand every time.

Where to find it#

Open a list and click Triggers in the list header (the lightning icon, next to Analyze, Record and Enrich). Setting up or changing a trigger is for the workspace's owner and admins; other members can see the triggers and what they've handed over, but not change them.

When#

Every trigger has conditions built the same way as a pipeline's data check — field, operator, value, grouped with AND and OR — but with more to choose from, since a trigger belongs to one list: any of that list's own columns, an evaluation goal, the record's status, its e-mail verification, whether it's already in another pipeline, or whether it's in one of the workspace's reference lists (is in it / is not in it — see "Reference lists" for what those are; setting one up needs Premium, and below Premium the picker shows a greyed entry "Existing customers, competitors … — with Premium"). Choose when they're checked:

  • a record is new in the list ("New record") — only records that are new in the list.
  • a record is changed ("Changed record") — only records that were changed, not the ones that come in new.
  • a record is new or was changed ("Conditions met") — every record, checked again whenever it's added or changed.
  • a record is deleted from the list ("Deleted record") — a record that is deleted from the list (not one that is hidden, and not one that leaves with a reload from the source). It can only be handed to a pipeline — not to one that enriches or writes into another list. The record's data is kept until that pipeline has sent it, then removed.

You pick one of these in the trigger's When … sentence. Leaving the conditions empty fires on every new record ("New record") or every changed record ("Changed record"); "a record is new or was changed" needs at least one condition. While editing, the live "x of y records match" count leaves reference-list conditions out of the number — the trigger itself still checks them correctly once it runs.

Then#

Add up to 5 actions. Hand-overs to pipelines always run first, then Set status, Hide and Set tag in the order you gave them — a step that fails stops the ones after it, but what already happened stays done. Choose from:

  • Hand over to pipeline — adds the record to one of your pipelines. Don't have the right one yet? Create pipeline under the picker opens the setup in a dialog; the new pipeline is selected in this action and your rule draft stays as it is (an Endpoint pipeline shows its signing secret once — copy it before you return).
  • Set status — sets one of the list's own statuses.
  • Hide — a shortcut for setting the record's built-in hidden status.
  • Set tag — adds a tag, kept if the record has it already.
  • Enrich — a shortcut that hands the record to one of your Enrich-target pipelines.

A record the trigger already acted on isn't acted on again for the same trigger, so re-saving or a later change never duplicates a hand-over.

When triggers run#

An active trigger checks matching records automatically — there's nothing to click. Records written by automation, webhooks, forms, the API or enrichment are checked within a few seconds. Rows you edit or add yourself in the list are checked about 30 seconds after your first edit, so you have time to finish (for example, set a status and then fix the email). If an automation writes to the list meanwhile, your rows may be checked together with that earlier run. Only active triggers run; pause one with the switch on its card to stop it without losing its setup.

Records already in the list#

While building a trigger with "a record is new or was changed", tick Include records that already match to also run it once, immediately on save, for records already in the list. It's unavailable once there's nothing left to include, and it never repeats — later changes are covered by the trigger running as usual.

Starting from a template#

New lists with no triggers yet offer ready-made ones to start from and adjust: hand over decision-makers or "ready" records to a pipeline, hide unusable records, tag your ICP, or sort out freemail and disposable addresses before spending credits on them. Pick one with Use, then change its conditions or actions to fit.

Limits#

Up to 20 triggers per list, up to 5 actions per trigger, and up to 5 OR-groups of up to 12 conditions each in the "When".

Problems shown on a trigger#

A trigger's card names why its last run couldn't act, for example "The pipeline no longer exists" (it was deleted — choose another one), "The pipeline is full" (send or remove some of its entries first), or "A condition uses a column this list no longer has" (nothing is handed over until you fix it). Review trigger opens the editor on the exact problem.

Related topics: pipelines-overview · send-records-to-a-pipeline · enrich-pipeline · list-statuses · segments-and-tags · reference-lists · roles-and-permissions.

FAQ#

What is a trigger in ListPlus?#

A trigger watches one list and acts automatically when a record meets your conditions: hand it to a pipeline, set a status, hide it, or add a tag. Open a list and click Triggers in the side panel to set one up.

What can a trigger do when a record matches?#

Up to 5 actions: hand the record to a pipeline, set one of the list's own statuses (Hide is a shortcut for the built-in hidden status), or add a tag; there's also an Enrich shortcut that hands the record to a pipeline set up to fill its missing fields. Hand-overs to pipelines always run first, then status, hide and tag in the order you gave them — a failing step stops the rest, and what already happened stays.

What fields can a trigger's conditions check?#

Any column of that list, an evaluation goal, the record's status, its e-mail verification, whether it's already in another pipeline, or whether it's in one of the workspace's reference lists — more than a pipeline's own data check can see, since a trigger belongs to one specific list. Build them with AND inside a group and OR between groups.

Can a trigger check whether a contact is an existing customer or competitor?#

Yes, if you've set up a reference list (a Premium feature; Set up → Reference list on that list): it shows up as its own condition group with "is in it" / "is not in it", for example "hand over to pipeline" only when company "is not in it" for your Existing customers list. See "Reference lists" for how to set one up and how matching works.

What's the difference between "a record is new in the list" and "a record is new or was changed"?#

The first fires for records that are new to the list; the second checks every record again whenever it's added or changed, so it also catches records that become a match later. Pick the first for "do this once, on arrival" and the second for anything that should stay true over time.

Can a trigger react when a record is deleted?#

Yes — choose "a record is deleted from the list" in the trigger's When sentence; it fires when a record is really deleted from the list, not when it is hidden or leaves with a reload from the source. The only action is handing the record to a pipeline (for example to tell Slack or your CRM), and not to a pipeline that enriches or writes into another list. The record's data is kept until that pipeline has sent it and is removed afterwards.

Do I need to click something for a trigger to run?#

No, an active trigger checks matching records by itself: within a few seconds for records from automation, webhooks, forms, the API or enrichment, and about 30 seconds after your first edit for rows you change or add yourself in the list. Pause it with the switch on its card if you want to stop it without deleting its setup.

Why does a trigger take about 30 seconds after I edit a row?#

On purpose: rows a person edits or adds in the list are checked about 30 seconds after the first edit, so you can finish typing — for example set a status first and fix the email afterwards — before the trigger acts. Records from automation, webhooks, forms, the API and enrichment are still checked within a few seconds.

Can a trigger also act on records already in my list?#

Yes, tick Include records that already match while saving it (only available with "a record is new or was changed") and it runs once, immediately, for the records already there. It's a one-time pass — after that, the trigger runs as usual on new and changed records.

Why does my trigger's card show a warning?#

It names why the last run couldn't act — commonly that the pipeline it hands records to was deleted, is full, or that a condition uses a column the list no longer has. Click Review trigger to open the editor on the exact problem.

What happens to records a trigger already handed over if I delete it?#

They stay exactly where the trigger put them — in their pipeline, with their status or tag. Deleting a trigger only stops it from acting on future records; it never undoes past hand-overs.

How many triggers can one list have?#

Up to 20 triggers per list, each with up to 5 actions and up to 5 OR-groups of up to 12 conditions. If you're close to the limit, combine similar triggers into one with an OR group instead of adding another.