Aero AI Action Controls (Beta)

Aero reads your projects and recommends actions: nudge an overdue assignee, reply to an unanswered comment, move a task to a different owner. By default, every recommendation waits as a card until someone on your team clicks to approve it.

Aero action settings let a workspace admin decide which of those actions Aero can take on its own. You choose a level for each action, add rules that hold risky cases for review, and can pause everything with one switch. Every action Aero takes is logged, and every setting change is recorded.

Find these settings under Settings → Aero → Actions. Only workspace admins can see and change them.

The three levels

Each action has its own level. Every action starts at Always ask until an admin changes it.

Which actions you can configure

Rules for Conditional actions

When an action is set to Conditional, you choose the situations that need a person to look first. Each rule reads as hold for review when…

• Rules are checked in the order listed. Only rules that are switched on count.

• The first rule that matches holds the action, and the card stays for your team.

• If Aero can't tell whether a rule applies, for example a project with no go-live date when a rule depends on one, it holds the action rather than guessing.

• If no rule matches, Aero takes the action.

• A Conditional action needs at least one rule switched on before it can be saved.

You can reorder, switch off, remove, adjust and add rules, up to 20 per action. When you first switch an action to Conditional, it starts with a recommended set:

• Nudge: the recipient is a customer contact, the project is At Risk or Off Track, the project is within 14 days of go-live, a task in the nudge was already nudged in the last 3 days, or more than 3 nudges have gone out on the project in 24 hours.

• Comment: the thread is visible to the customer, more than 5 comments have gone out on the project in 24 hours, or Aero has replied 3 times in a row with no human response.

• Re-assign: the new assignee is a customer contact.

Available rules

Preview a setting before you save it

Before you commit to a level or a set of rules, use Preview this setting. It looks back over the last 30 days of Aero's recommendations for that action and shows how many would have run on their own, how many would have been held for review, and how many each rule held. Nothing is changed by a preview.

A few things to keep in mind when reading it:

• It looks at the project health, go-live dates and people as they are today, not as they were when Aero made the recommendation.

• It checks up to the 200 most recent recommendations for the action.

• It doesn't apply the daily limits or a pause.

• A recommendation whose task, project or people have since been removed can't be checked and is counted as held.

Pause everything with one switch

Use Pause all actions to put every Aero action back to Always ask. Your saved levels and rules are kept, so resuming puts everything back exactly as you had it. The change takes effect on Aero's next run, and actions are held from that point on.

Who the action is taken as

When Aero acts on its own, it acts as the admin who last saved that action's level. A nudge email is sent from that admin's name, with that admin copied, and replies go to the project owner when there is one. Aero can only do what that admin could do themselves, and the usual permission checks still apply to every change.

If that admin is deactivated or no longer has access to these settings, Aero stops acting on its own for that action and recommendations stay as cards. To resume, another admin changes and saves the action's level.

Seeing what Aero did

• Changes Aero makes on its own appear in the project's activity feed.

• For each action, the settings page shows the last 30 days as Auto (Aero acted without a click), Held (the card is still waiting for review) and Rejected (someone dismissed the card).

• Held actions appear on the project's recommended actions for your team to review, as described in Aero Project Brief & Actions.

• Every change to a level, a rule, or the pause is recorded with who made it and when.

Undoing a change

An admin can undo a re-assignment Aero made on its own. The undo appears as a card for someone to approve, and it works as long as the task hasn't been changed since. Nudge emails and comment replies can't be taken back once sent, which is why they are the actions to set up carefully.

Built-in safeguards

These apply at every level, including Autonomous, and no setting changes them.

• Aero never completes a project.

• Archived projects are read-only to Aero.

• Daily limits: up to 50 actions per project per run, and up to 100 per workspace in any 24 hours, shared across every action. Recommendations beyond that stay as cards for your team.

• Every change still goes through the same checks as a manual change. If a task was reassigned or a comment already has a reply by the time Aero gets to it, Aero leaves the card for your team.

• Settings and rules can only make Aero ask more often. None of them can make Aero do something it wouldn't otherwise recommend.

Examples

Send internal reminders automatically, review anything customer-facing

You set Nudge to Conditional and keep the recommended rules. Overnight, Aero recommends four nudges:

Before saving, Preview showed that most of last month's nudges would have gone out and that the customer-contact rule held the most. That's the rollout you wanted.

Rebalance internal work, never hand tasks to customers

You set Re-assign to Conditional and keep only the "new assignee is external" rule. Aero moves a task from an overloaded teammate to a colleague, so it goes ahead and appears in the activity feed. Later, Aero recommends moving a task to a customer contact, and that one is held for review. If the colleague turns out to be out of office, an admin can undo the first re-assignment from the card.

Reply to internal threads, review customer-facing ones

You set Comment to Conditional with the recommended rules. A question in an internal-only thread gets Aero's reply. A customer asking when training is scheduled is held, so your team reads the draft before it goes out. A thread where Aero has already replied three times with no response from your team is held as well. If someone on your team replies first, Aero doesn't post a second reply.

Let low-risk actions run freely

A team that wants less clicking sets Re-assign to Autonomous and confirms the prompt that asks them to let Aero act on its own. Aero then re-assigns without rule checks, up to the daily limits, and every change is in the activity feed. The Held count only grows when a card hits a limit or when something changed before Aero got to it.

Pause after an unexpected message

A customer replies about a nudge that went out. An admin selects Pause all actions. From Aero's next run, everything waits for approval. After reviewing the activity feed and adding a rule to hold nudges that reach more than one recipient, the admin resumes, and every level returns as saved.

When the daily limit is reached

Nudge is Autonomous and Aero recommends 180 nudges in one night across a large workspace. The first 100 go out, in priority order, and the other 80 stay as cards for your team. As actions age out of the 24-hour window, the next run can go further.

When the approving admin leaves

Dana set Nudge to Autonomous and has since been deactivated. Aero stops sending nudges on its own, and the cards wait for approval. An active admin opens the settings, changes Nudge's level and saves, and Aero resumes acting as that admin.

Common questions

Can Aero only act on certain projects or customers?

Levels and rules apply across the workspace. To keep a specific kind of project under review, use rules that match it, such as project health, overdue status or days to go-live, or leave the action on Always ask and approve cards for those projects yourself.

Can I control what the message says?

Aero writes the nudge or reply for each recommendation. To review the wording before it goes out, set the action to Always ask, or add rules so that customer-facing cases are held for your team to read and edit.

Can I send nudges only at certain times?

Aero acts when it runs on a project, following its normal schedule. To control timing, keep Nudge on Always ask and send approved cards when you want them to go out.

Can Aero update playbooks on its own?

Update playbook always asks first, so Aero's changes land in a draft for your team to review before anything is published.

Who can change these settings?

Workspace admins. Settings can't be changed while impersonating a user.