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Creating Automation Rules

Table 207. Availability - Legacy plans


Overview

Account admins and owners can create new automation rules. On Enterprise accounts, this right can be revoked from admins.

Automation rules are a part of Wrike's Automation. By creating rules, you and your team can employ Wrike to automatically perform various actions with tasks and projects instead of handling all the work manually.

Tip

This page describes account-wide automation. Automation is also available in custom item types. Go to Automation in Custom Item Types to learn more.

Сreate an automation rule

Automation-Create_rule.gif
  1. Click your profile image in the upper-right corner of the workspace.

  2. Select Settings.

  3. Click Automation in the left panel under the Account Management section.

  4. If this is the first automation rule in the account, click the Create rule button that appears. Otherwise, click + New rule at the top of the rule list.

  5. In the rule constructor that opens:

    1. Select if the rule applies to tasks or projects, and select their location.

    2. Select and set up one of the available triggers.

    3. (Optional) Add one or more conditions to your trigger.

    4. Select and set up one or more of the available actions. You can add up to 10 actions to the rule.

  6. If necessary, edit the title of the rule at the top left of the view. By default, the title is filled in automatically and consists of the names of its trigger and action.

  7. Click Create in the upper-right corner of the view.

Now your rule is created, and once it’s triggered, it’ll automatically perform the action that you set up.

Automation rule constructor

The rule constructor consists of four sections that you need to fill in for the automation rule to work.

The Apply to section

Here you select exactly what the rule should apply to.

E.g., WHEN the statuses of tasks from the "Website Design" project change to Deferred and IF the approval is still Pending, THEN @mention assignees and approvers and leave a comment.

Automation-Apply_to.gif
  1. Use the drop-down to select whether to apply the rule to tasks or projects.

  2. Click Select project, folder, or space to select one or multiple source locations of the tasks or projects that you want to apply the rule to. To add additional locations, click the + button.

    Note

    You can add up to 10 folders, projects, or spaces as the source locations.

The Select trigger section

Here you select in which case the rule should be triggered. Each automation rule can have one trigger.

E.g., WHEN the statuses of tasks from the "Website Design" project change to Deferred and IF the approval is still Pending, THEN @mention assignees and approvers and leave a comment.

Automation-Select_trigger.gif
  1. Click the Select trigger section.

  2. Select one of the available triggers from the list.

  3. Fill in the additional required setting if necessary.

Tip

If you want to change the trigger while you’re creating or editing the rule, hover over the section on the left and click the trash bin icon that appears.

The Add condition section

Setting up this section is optional. Here you can define additional conditions for your trigger. Conditions are responsible for the IF statement. They determine which criteria need to be true in order for your rule to execute. These conditions are the same as the task and project filters that you see in your workspace.

If you set up a condition, Wrike will check if this condition is true for the tasks or projects that the rule applies to before executing it. If there is an event that triggers the rule, but the tasks/projects don't meet all the conditions that you defined, Wrike won't execute the rule.

There is no limit on the number of conditions you can add to a rule.

E.g., WHEN the statuses of tasks from the "Website Design" project change to Deferred and IF the approval is still Pending, THEN @mention assignees and approvers and leave a comment.

Automation-Add_conditions.gif
  1. Click Add condition.

  2. Select one or more conditions from the panel that opens on the right. To add a condition based on a custom field value, click Add custom field at the bottom of the panel.

Tip

If you want to delete or change all conditions while you’re creating or editing the rule, hover over the section on the left and click the trash bin icon that appears.

The Select action section

Here you define what should happen when the rule is triggered. You can add up to 10 actions to each rule.

E.g., WHEN the statuses of tasks from the "Website Design" project change to Deferred and IF the approval is still Pending, THEN @mention assignees and approvers and leave a comment.

Automation-Select_actions.gif
  1. Click the Select action section.

  2. Select one of the available actions from the list.

  3. Fill in the additional required settings if necessary.

To add more actions to your automation rule, click Add another action.

Tip

If you want to change the action while you’re creating or editing the rule, hover over the section on the left and click the trash bin icon that appears.

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