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Available Automation Actions

Table 199. Availability - Legacy plans


Overview

Automation actions are an integral part of automation rules. They are the “... THEN ...” statements that define what exactly should happen to tasks or projects that the automation rule applies to once the rule is triggered. Each rule can have up to 10 actions.

All available automation actions can be applied to both tasks and projects.

Available automation actions

Change task/project status to

Description

Additional required setting

Notes

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.

Add task/project to

Description

Additional required setting

Notes

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.

Move task/project to

Description

Additional required setting

Notes

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.

Add comment or mention

Description

Additional required setting

Notes

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:

  • Followers: All users who follow the tasks/projects

  • Author: A placeholder for the creator of the tasks/projects

  • Approvers: A placeholder for all approvers who haven't given their decision in the active approval

(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.

Assign task/project to

Description

Additional required setting

Notes

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.

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