All articles

Available Automation Triggers

Table 7. Availability - Legacy plans


Availability: Legacy Business, Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional.;


Availability: Team, Business Plus, Enterprise Standard, Enterprise Pinnacle. ; Unavailability: Free, Professional;

Overview

Automation triggers are the "WHEN" statements in automation rules that define when a rule should activate. Each rule can have one trigger.

overview_triggers_gimp_marker.png

Note

The triggers available in the rule constructor vary depending on whether your rule applies to tasks or projects. Check the applicability of each trigger below.

Available automation triggers

Direct subitem statuses change to

when_direct_subitem_status_changes_gimp.png

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when all or some subitems change to the status you define.

Choose All subitems or Any subitem to define when the rule triggers.

Select a status group or specific workflow status.

If a specific workflow status is deleted, the rule is disabled.

All predecessor statuses change to

Works for tasks and task-based custom items

Description

Settings

Notes

Triggers when all predecessors of a task change to a defined status.

Select a status group or specific workflow status.

Only checks direct predecessors.

Rule is disabled if at least one of the selected specific workflow statuses is deleted from the account.

Status changes to

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when a status changes to a defined status.

Select a status group or specific workflow status.

Doesn't work if status is set automatically during creation/duplication.

Disabled if at least one of the selected specific workflow statuses is deleted.

Status doesn’t change in

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when an item remains in the same status for too long.

Define the duration and select a status group or specific status.

A rule won't be applied to tasks or projects retrospectively. This means a 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.

The automation will be triggered within minutes of the relevant date, i.e. right after midnight.

Custom field changes (old)

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when a custom field value changes.

Select the custom field and specify change conditions.

Works for single-select and checkbox fields.

Use the new Custom field changes trigger to create automation rules for any type of custom field.

New item created

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when a new item is created in selected locations.

This trigger doesn't have any additional settings.

Doesn't work for items created via Excel import, API, duplication, or request forms with 250+ items.

Date is approaching or overdue

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when a date is approaching or overdue.

Choose date type and set conditions.

The rule dependent on this trigger won't work if the changes to the items were made by automatic task rescheduling.

It doesn't work for work schedule, and only works for active status items.

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.

The automation is going to be triggered within minutes of the relevant date, i.e. right after midnight.

Location changes

when_location_changes_gimp.png

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when an item's location changes.

This trigger doesn't have any additional settings.

Triggered by location changes within the rule's scope.

Approval starts

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when a new approval process is started in an item.

This trigger doesn't have any additional settings.

If you want to trigger based on specific approval settings, add a condition to ensure the rule only activates when the approval has those specific settings.

Approver gives a decision

when_approver_gives_a_decision_gimp.png

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when an approver gives a decision on an active approval process.

Approver selection: The decision can be made by any approver or specific approvers. You can specify multiple users.

Decision type: The decision can be either approved or rejected.

Ensure that the correct approvers are specified if you want the trigger to be limited to specific users.

Approval finishes with a decision

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when the approval process is finished after all approvers have given a decision.

You can set the final decision to either approved or rejected.

-

Custom field changes

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when the value of a selected custom field is added, changed, or removed.

It can create automation rules for any type of custom field.

-

Assignee changes

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when the assignee of an item changes.

You can select when this rule should trigger:

Anything changes: The rule activates whenever any change occurs.

Any person added/removed: Specify whether the rule should trigger when people are added or removed.

Specific people added/removed: If you select specific people, you can add their names to trigger the rule only for those individuals.

-

When start date changes

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when the start date is added, changed, or removed.

This trigger doesn't have any additional settings.

You can add a condition to trigger the rule only when this field changes to a specific value.

When due date changes

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when the due date is added, changed, or removed.

This trigger doesn't have any additional settings.

You can add a condition to trigger the rule only when this field changes to a specific value.

When completed date changes

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when the completed date is added, changed, or removed.

This trigger doesn't have any additional settings.

You can add a condition to trigger the rule only when this field changes to a specific value.

When duration changes

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when the duration is added, changed, or removed.

This trigger doesn't have any additional settings.

-

When importance changes

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when the importance is increased or decreased.

This trigger doesn't have any additional settings.

You can add a condition to trigger the rule only when this field changes to a specific value.

When name changes

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when the item’s name is changed.

This trigger doesn't have any additional settings.

-

When description changes

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when the description is added, changed, or removed.

This trigger doesn't have any additional settings.

-

Billing type changes

Works for tasks, projects, and all custom items.

Description

Settings

Notes

Triggers when billing type changes to billable or non-billable.

This trigger doesn't have any additional settings, but conditions can be added, if you want the rule to trigger when this field changes to a specific value

Accessible to accounts with the Billable Time in Wrike feature.

Top