Win a Wrike Discover Silver Certification valued at $299!

Help us to ensure you're getting the most out of Wrike by completing this short survey about your specific needs and you'll be in with a chance to win!*

Terms and Conditions

Close window Take the survey
All articles

Available Automation Triggers

Table 197. Availability - Legacy plans


Overview

Automation triggers are an essential part of automation rules. They're the "if” statements that define when exactly the automation rule should be triggered. Each rule can have one trigger.

Note

The list of available automation triggers that you see in the rule constructor changes depending on whether your rule applies to tasks or projects. You can learn if a trigger is applicable for task- or project-based rules under each trigger below.

Available automation triggers

Task/project status changes to

You can apply this trigger to tasks and projects.

Description

Additional required settings

Notes

It triggers the rule whenever a task or project status changes to a status(es) that you define.

E.g., "If project status changes to Completed or Cancelled, then..."

Select at least one status group (e.g., Any completed). In this case, the rule is triggered by statuses included in this group in any workflow

Click Select specific statuses to choose at least one specific status that will trigger the rule.

The rule dependent on this trigger won’t work if the relevant status is set automatically while a task or project is being created or duplicated.

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

Task/project status doesn’t change in

You can apply this trigger to tasks and projects.

Description

Additional required settings

Notes

It triggers the rule when a task or project spends too much time in the same status(es) that you define. Countdown restarts each time the status changes to a new one.

E.g., "If task status doesn’t change in 5 days from In progress, then..."

Set the number of calendar days during which the status should stay the same for the rule to be triggered.

Next, select at least one status group (e.g., Any active). In this case, the rule is triggered by statuses included in this group in any workflow.

Click Select specific statuses to choose at least one specific status that will trigger the rule.

If you create a rule with this trigger, it won't be applied to tasks or projects retrospectively. This means that the rule won't be triggered if the status of a task hadn't been changed for the defined number of days before you created the rule.

E.g., the trigger was set to five days. If a task had already had the same status for five days before the rule was created, it wouldn't be triggered. But if the task had the same status for three days, and then you created the rule, it'll be triggered in two days.

New task/project is created

You can apply this trigger to tasks and projects.

Description

Additional required settings

Notes

It triggers the rule when a new task or project is created in the source location(s) you select in the Apply to section of the rule constructor.

E.g., "If new task is created (in the selected location), then ..."

-

The rule dependent on this trigger won’t work if tasks and projects are created via Excel import, API, or duplication.

The rule dependent on this trigger also won’t work if tasks and projects are created via request forms or blueprints, which are set up to create 100 or more work items at a time.

All predecessor statuses change to

You can apply this trigger to tasks.

Description

Additional required settings

Notes

It triggers the rule when all predecessors of tasks change their status to the status(es) you define.

Task predecessors are a part of the Gantt chart. You can read more about them here.

E.g., "If all task predecessors' statuses change to Completed, then..."

Select at least one status group (e.g., Any completed). In this case, the rule is triggered by statuses included in this group in any workflow.

Click Select specific statuses to choose at least one specific status that will trigger the rule.

The trigger only checks direct predecessors.

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

All direct subtask statuses change to

You can apply this trigger to tasks.

Description

Additional required settings

Notes

It triggers the rule when all subtasks of a task get the status(es) that you define.

E.g., "If all direct subtask statuses change to Completed, then..."

Select at least one status group (e.g., Any completed). In this case, the rule is triggered by statuses included in this group in any workflow.

Click Select specific statuses to choose at least one specific status that will trigger the rule.

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

All subproject or task statuses change to

You can apply this trigger to projects.

Description

Additional required settings

Notes

It triggers the rule when all tasks within a project and its subprojects get the status(es) that you define.

E.g., "If all direct subproject and task statuses change to Cancelled, then..."

Select at least one status group (e.g., Any cancelled). In this case, the rule is triggered by statuses included in this group in any workflow.

Click Select specific statuses to choose at least one specific status that will trigger the rule.

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

Project is at risk (AI-based)

You can apply this trigger to projects.

Description

Additional required settings

Notes

It triggers the rule when a project's risk level changes.

E.g., "If project risk level changes to high, then..."

Select the change in the risk level that should trigger the rule: if it raises or lowers. Or choose the exact risk level: low, medium, or high.

This trigger will work only for projects that:

  • Have a start date and end date

  • Have content (subproject, tasks, etc.)

  • Aren’t in completed status

  • Aren’t two or more weeks overdue

Custom field changes

You can apply this trigger to tasks and projects.

Description

Additional required settings

Notes

It triggers the rule when a value in a custom field changes.

E.g., "If custom field Urgency changes to any value, then..."

Select the custom field.

For dropdown fields, choose whether the rule should be triggered by any value change or by a change to a specific value.

For checkbox fields, choose whether the rule should be triggered when it changes to any value or specifically to checked or unchecked.

The trigger only works for dropdown and checkbox custom fields that are added to the project, folder, or space that you select in the Apply to section of the rule constructor.

Date in the field meets a condition

You can apply this trigger to tasks and projects.

Description

Additional required settings

Notes

It triggers the rule when a task/project start or due date or a date in a custom field is approaching or is already overdue.

E.g., "If the task’s due date will be within the next 1 day, then..."

Select if the trigger depends on Due date, Start date, or Custom field (date). For the custom field option, select the relevant date-type custom field.

Select one of the options that will trigger the rule: the date Has passed or Will be within the next. For the latter option, set the amount of time, e.g. 1d 12h.

Select the relevant time zone.

The trigger counts calendar days (24h) and doesn't take into account work schedule settings.

The trigger will only work for tasks and projects with a status from an active group.

For the Custom field (date) option, the relevant date-type custom field should be added to the location you specified in the Apply to section of the rule constructor. Otherwise, you won't be able to select it for the trigger.

Top