Automation rules allow you to set up any workflow automation as needed. You can perform actions like adding assignees to tasks, sending out emails, etc., when tasks are created, updated, etc.
Creating Automation Rules
Click on Projects from the left side pane.
Click on the Project for which you want to set an automation rule.
Click on Settings in the menu bar. If the visibility for more than three tabs are enabled in Tabs, Settings will be present inside the More tab.
Click on the Automation rules card.
Click on Add new rule.
Enter a Name.
Under When trigger, click on Task is created and a right side pane appears.
Select on one or more triggers.
Click on Continue.
Select who should trigger the action from Action triggered by... side pane to set the rule in motion.
Click on Continue.
To execute the Then action after a specified time, click on Add delay + icon.
Enter the time and select the duration from the dropdown.
Click on Continue.
Under the Then section, click on add assignees to the task.
A right side pane will appear and you can select the action that will take place as a result of the When trigger.
Click on Continue.
A different side pane appears where you can enter the required data depending on the Then action you choose. For.eg, if you selected email to all project members as the Then action, you will now see the side pane where you can enter the Subject and Body for the email.
Fill in the required details or carry out the necessary steps to complete it.
Click on Continue.
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Click on Save Changes.
Automations form fields
When
When section contains two types of elements:
Event
Performer of the event.
Events
Events are the trigger points for automation rules.
Example: When task is created by any
Events supported by Automation Rules:
Task is created
Triggered when a new task is created, all automations that have this event will be triggered.-
Task is updated
This event is triggered for any update made on the task, if you want to listen to specific updates on the task, you can use the following events:Task name is changed
Task description is changed
Task section is changed
Task due date is changed
Task assignee is changed
Pull request is linked
Triggered when a GitHub pull request is linked to the task, refer to this document on how GitHub integration works for more details.Pull request is merged
Triggered when a linked GitHub pull request is merged.Pull request is closed
Triggered when a linked GitHub pull request is closed.Time trigger - Every hour
All automations that use this event will be run every hour.
Performers
You can choose who should perform the event to trigger the automation.
Any
Event performer could be anyone.Project admin
Event performer must be a Project admin for the selected project.Editor
Has access to add, edit, and delete anything within the project and can also invite and remove team members.-
Commenter
Can view the project and add comments to tasks and other elements.
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Viewer
Can view all project content but cannot add comments, edit anything, or make any changes.
System
Event should be performed by one of the automations.
To know more about Project members and permissions, refer to this article.
Then
Then section contains two types of elements:
Actions
Add details
Actions
These are the actions that will be performed when the automation rule is executed.
For example: Then add comment to the task as note
Actions performed using automation:
Add assignees to the task
Email to task creator
Email to all project members
Email to task assignees
Email to
Add a checklists to the task
Add comment to the task
Change the task completed status
Change Checklist completed status
Change section of the task
Add details
This is for filling out the required details or carrying out the necessary steps to complete it
Options for Adding details for the above actions are:
Select member for adding assignee to the task
Email( Enter subject and body for the email) for all Email actions
List ( add items to the list)
Note( for adding comment to the task)
Select value ( Complete or incomplete) for task and checklist completed status
Select value ( New Tasks, Working on it or Done) for change section of the task