Available Automation Actions

Once the rule is triggered, this action adds a subitem to the item that the rule applies to.

E.g., "If a new task in the "Bugs" folder is created, then create a subitem (for this task) called "Dev Story."

Click Select item to specify the type of the created subitem: task, project, or one of the custom item types.

Add the subitem name.

(Optional) Add the description.

Keep in mind that the type of the subitem can be limited by the scope of the rule. For example, you cannot add a project-type subitem to a task.

Once the rule is triggered, this action adds a subitem to the item that the rule applies to. The subitem is created out of a blueprint.

E.g., "If a new task in the "Bugs" folder is created, then create a subitem (for this task) from the "Dev Story" blueprint.

Click Select blueprint to specify the relevant blueprint.

Add the subitem name.

(Optional) Add the prefix. If the created subitem has any subitems of its own, the prefix will be added to their names.

(Optional) Check the Notify assignees box if you want to send them an Inbox notification.

Keep in mind that the type of the subitem can be limited by the scope of the rule. For example, you cannot add a project-type blueprint subitem to a task.

There's a limit of 4000 duplicated items and/or items created from blueprints per 7 days. If your account reaches that limit, the rule dependent on this action will be automatically disabled. But you can re-enable it once your account is under the limit.

Once the rule is triggered, this action adds a subitem to the item that the rule applies to. The subitem is duplicated from an existing item.

E.g., "If a new task in the "Bugs" folder is created, then duplicate a subitem (for this task) from the "Dev Story" task.

Click Select task or project/folder to specify the item that will be duplicated.

Add the subitem name.

(Optional) Add the prefix. If the duplicated subitem has any subitems of its own, the prefix will be added to their names.

(Optional) Check the relevant boxes to specify which data from the original item you want to duplicate.

Keep in mind that the type of the subitem can be limited by the scope of the rule. For example, you cannot add a project-type blueprint subitem to a task.

There's a limit of 4000 duplicated items and/or items created from blueprints per 7 days. If your account reaches that limit, the rule dependent on this action will be automatically disabled. But you can re-enable it once your account is under the limit.

Once the rule is triggered, this action adds a new item in the location that you specify.

E.g., "When the status of a task changes to “Security review required,” then create an item in the “Security team" folder."

Click Select item to specify the type of the created subitem: task, project, or one of the custom item types.

Select the location where the new item will be created.

Add the item name.

(Optional) Add the description.

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Once the rule is triggered, this action adds a new item created from a blueprint in the location that you specify.

E.g., "When the status of a task changes to “Security review required,” then create an item from the "New security review" blueprint in the “Security team" folder."

Click Select blueprint to specify the relevant blueprint.

Add the item name.

Select the location where the new item will be created.

(Optional) Add the prefix. If the created item has any subitems, the prefix will be added to their names.

(Optional) Check the Notify assignees box if you want to send them an Inbox notification.

There's a limit of 4000 duplicated items and/or items created from blueprints per 7 days. If your account reaches that limit, the rule dependent on this action will be automatically disabled. But you can re-enable it once your account is under the limit.

Once the rule is triggered, this action duplicates an existing item in the location that you specify.

E.g., "When the status of a task changes to “Security review required,” then duplicate "New security review" task within the “Security team" folder."

Click Select task or project/folder to specify the item that will be duplicated.

Add the item name.

Select the location where the duplicated item will be added.

(Optional) Add the prefix. If the duplicated item has any subitems, the prefix will be added to their names.

(Optional) Check the relevant boxes to specify which data from the original item you want to duplicate.

There's a limit of 4000 duplicated items and/or items created from blueprints per 7 days. If your account reaches that limit, the rule dependent on this action will be automatically disabled. But you can re-enable it once your account is under the limit.

Once the rule is triggered, this action changes the value in the custom field you select.

E.g., "If ..., then change the "Feedback required" field to Checked."

Click Select field and choose the relevant field from the dropdown.

The Change to dropdown appears, there select the relevant state of the field after the rule is triggered.

This action works for text, checkbox, multi-select, single-select, people, currency, percent, and number types of custom fields.

The fields must be added to the project, folder, or space that you select in the Apply to section of the rule constructor.

Once the rule is triggered, this action changes the name of the tasks and projects according to the action settings.

E.g., "If ..., then add the [Client name] prefix to the task name."

In the dropdown select one of the following:

In the Enter name field enter the relevant text that will be added as the new item name or the prefix/suffix.

There's a limit for the number of characters you can add to the Enter name field: 1000 if the rule applies to tasks and 100 if it applies to projects. Additionally, symbols / \ , and ; are not allowed in this field.

There's also a limit of 1000 characters for item names, which includes any prefix or suffix added through automation. If the resulting item name goes over that limit, anything beyond the 1000 characters mark will be removed.

Once the rule is triggered, this action changes the importance of tasks according to the action settings.

E.g., "If ..., then change importance to High."

In the Change to field select the relevant importance level: High, Normal, or Low.

This action appears only if the rule applies to tasks or task-based custom items.

Once the rule is triggered, this action changes the status of tasks or projects to the one that you specify.

E.g., "If ..., then change task status to Completed."

Click Select status to specify the status that the tasks or projects will get when the rule is triggered.

If at least one of the selected workflow statuses is deleted from the account, the rule will be disabled.

This action will override any Fixed Workflow settings you have for the selected workflow/status. Additionally, auto-assign and automated approvals set up in the selected workflow will be ignored if the status was changed via the automation rule.

Once the rule is triggered, this action adds tasks or projects to a location(s) that you specify.

E.g., "If ..., then add project to Marketing operations."

Click Select project, folder, or space to specify the destination location(s).

You can select up to 10 different locations where the projects or tasks will be added. If at least one of these destination folders, projects, or spaces is deleted, the automation rule will be disabled.

Once the rule is triggered, this action moves tasks or projects to a location(s) that you specify. You can also specify if the tasks/projects should be removed from all folders, projects, or spaces that they have been located in before the rule is triggered.

E.g., "If ..., then move project to Archive."

Click Select project, folder, or space to specify the destination location(s).

Then, specify where the tasks/projects should be moved from. Select all projects, folders, and spaces if you want to remove the tasks/projects from all their existing locations and move them to the destination location when the rule is triggered.

Or select specific projects, folders, and spaces and then specify the exact location(s) from which you want to remove the tasks/projects. In this case, when the rule is triggered, the tasks/projects will be (1) moved to the destination location that you specify, (2) they’ll be removed from some of their previous locations also specified by you, and (3) some of their previous locations will be preserved.

You can select up to 10 different locations where the projects or tasks will be moved to and up to 10 locations they'll be moved from.

If at least one destination folder, project, or space where the tasks/projects should be moved to or from is deleted, the automation rule will be disabled.

Once the rule is triggered, this action adds a comment to tasks or projects. Additionally, you can choose to @mention a specific user or a special user group.

E.g., "If ..., then add a comment with @approvers and @Melanie Smith."

In the Type your comment field type the text of your comment.

(Optional) check the box next to one or more of the special @mention options:

(Optional) Click Select specific user or group to @mention one or more account users or user groups.

(Optional) If your automation rule is triggered by the Project is at risk (AI-based) trigger, you can select to automatically include the project risk information to the comment. To do that, check the Include risk level details box under the comment field.

In the Preview section at the bottom, you can see how your comment will look like.

When the automation rule is triggered and the comment is created, the @author placeholder will be replaced with the actual name of the user who created the task or project.

@approvers will also be replaced with the names of the approvers if there are any. Otherwise, it will be added to the comment as plain text.

@followers will stay as-is and all users who follow the task or project will receive the notification.

The author of all comments created via Automation is the Automation Bot.

You can select up to 20 specific users or user groups to @mention in the comment. If at least one of them is deleted from the account, the rule will be automatically disabled.

Once the rule is triggered, this action adds user(s) that you specified as task assignees or project owners. Additionally, it can remove all existing assignees or owners from the tasks/projects.

E.g., "If ..., then assign task to Melanie Smith."

Click Select user and select at least one person to be added as a task assignee or project owner. Click + to add an additional user(s).

(Optional) Check the box next to and reassign from other users to automatically unassign the task from all existing assignees or remove all existing project owners when the rule is triggered.

You can select up to 20 task assignees or project owners per action. If at least one of them is deleted from the account, the automation rule will be disabled.