Workflow rules and blueprints

Let routine updates, alerts and follow-up tasks happen by themselves, and set the path tasks take through their statuses.

Both are under Settings > Automation (admins and managers), in the Professional plan and above. The Professional plan has up to 20 workflow rules; the Business plan has no limit.

Workflow rules

A rule says: when something happens to a task, issue or project, and it matches the conditions, do these actions.

1. Click New rule, name it and choose For: tasks, issues or projects.

2. When:

   • Is created, Is changed, or Is created or changed.
   • A field changes - for example status changes to Closed, priority changes, the owners change.
   • On a date - so many days before or after a due date (or a project's end date). Checked every 15 minutes, once per record and day.
3. On these projects: pick some, or leave it empty for every project.
4. If: add conditions (all or any of them) - status, priority, owners, tags, dates, % complete, custom fields and more.

5. Do (up to 10 actions):

   • Set a field - status, priority, % complete, an owner, a due date so many days from today.
   • Tell people in the bell (and by email, by their own settings) - owners, who added it, project managers, followers or chosen people.
   • Send an email to those people or any email address.
   • Send to a web address (webhook) with the record as JSON.
   • Add a task - a follow-up in the same project, for the same owners or who added it, due in so many days.
   • Add a comment (it can be team only).

Texts can carry {{name}}, {{code}}, {{project}}, {{status}}, {{due_date}} and {{link}}.

Rules run after the change is saved; if the save fails, nothing runs. What a rule does never sets off another rule, so they can't loop. Switch a rule off with its switch; What it did shows its last runs.

Blueprints

A blueprint sets the path a project's tasks take: the steps people click to move a task on, who may take each step, what they must fill in, and what happens after.

1. Click Blueprints > New blueprint, name it, choose the status new tasks start in, and the projects it is for (none = every project; one made for a project wins).
2. Add the steps. For each: the button's name (e.g. Send for review), the statuses it goes from, the status it moves to, who may take it (anyone on the project, the task's owners, project managers, or chosen people), what it asks for (a comment, the due date, % complete, owners, work hours, custom fields), and actions to run after (the same as workflow rules).

On those projects, a task's status changes only by its steps - the task shows them as buttons at the top. The status picker, the tick box, the board and the API all follow the blueprint. Workflow rules and repeating tasks are not held by it.