Workflow Automations

Automations help you eliminate repetitive work and maintain consistency across your projects. This guide covers everything from basic rules to complex multi-step workflows.

Understanding Automations

Automations follow a simple pattern:

WHEN [trigger happens]
IF [conditions are met]  (optional)
THEN [perform action]

Example

WHEN a task is completed
IF the task is in the "Development" project
THEN move it to the "Done" list and notify the project owner

Creating Your First Automation

1. Navigate to Project Settings > Automations
2. Click + New Automation
3. Select a trigger
4. Add conditions (optional)
5. Choose an action
6. Name and save your automation

Triggers

Triggers define when your automation runs:

Task Triggers

• Task created
• Task completed
• Task moved to list
• Task assigned
• Due date changed
• Priority changed

Project Triggers

• Member joined
• Member removed
• Project settings changed

Time-Based Triggers

• Daily at specific time
• Weekly on specific day
• Monthly on specific date

Conditions

Add conditions to control when actions run:

Combining Conditions

Use AND/OR logic:

IF priority is High
AND assignee is empty
AND due date is within 7 days

Actions

Actions are what your automation does:

Task Actions

• Move to list
• Change priority
• Assign to user
• Add/remove tag
• Set due date
• Mark complete

Notification Actions

• Send email
• Post to Slack
• Send webhook
• Create notification

Creation Actions

• Create subtask
• Create related task
• Duplicate task

Advanced Automation Recipes

Auto-Assign Based on Tag

WHEN task is created
IF task has tag "Design"
THEN assign to Design Team Lead

Escalation Workflow

WHEN task becomes overdue
IF priority is High
THEN notify project manager
AND add tag "Escalated"
AND change priority to Critical

Standup Report

WHEN daily at 9:00 AM
THEN send Slack message with:
- Tasks completed yesterday
- Tasks due today
- Blocked tasks

Auto-Close Stale Tasks

WHEN weekly on Monday
IF task has been in "Review" for more than 14 days
AND has no activity
THEN move to "Backlog"
AND add comment "Auto-moved due to inactivity"

Best Practices

1. Start simple: Begin with one trigger and one action
2. Test thoroughly: Use a test project first
3. Document automations: Add clear names and descriptions
4. Monitor impact: Check automation logs regularly
5. Avoid loops: Be careful with cascading automations

Automation Limits

Troubleshooting

Automation Not Running

• Check if automation is enabled
• Verify trigger conditions are met
• Review automation logs for errors
• Ensure you haven’t hit plan limits

Unexpected Results

• Check condition logic (AND vs OR)
• Review action order
• Test with simplified conditions

Next Steps

• Integration Automations
• Webhook Setup
• API Automations