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Automation in Wrike

Table 1. Availability - Legacy plans


Overview

Wrike’s Automation is a simple way to reduce the amount of repetitive manual work, speed up your work process, and minimize the rate of human error. So with Automation, instead of handling all the work by yourself, you and your team can employ the automation of various actions with tasks, projects, and custom items.

Automation is easy to use and doesn’t require any coding experience to create the automation rules. The rules have a simple “WHEN ..., THEN …” structure. The automation rule constructor guides you through the rule creation process. All you need to do is let Wrike know:

Automation-Automation_Rules.png
  • Which tasks or projects to apply the rule to 1

  • When to trigger the rule — the "WHEN" statement 2

  • Additional conditions for the trigger to meet before the rule is triggered — the additional "IF" statement. This step is optional. 3

  • What action should happen when the rule is triggered — the “THEN” statement 4

In Wrike Automation is available on the account level and on the space level.

Account-level rule

Space-level rule

Managed by

Account admins and owner

Space admins

Applies to

  • Tasks and all account-level task-based custom items

  • Projects and all account-level project-based custom items

  • Tasks

  • Projects

  • Space-level custom items

  • All account-level custom items

Scope

Works in up to 10 specific folders, projects, and spaces across the entire account

Works in the entire space or in up to 10 specific folders and projects within the space

Here are a couple of automation rule examples:

  • WHEN the statuses of tasks (from a certain project) don’t change for 5 days from "Pending changes," THEN @mention assignees and leave a comment.

  • WHEN the status of projects (from a certain space) changes to "Completed," THEN move the projects to the "Archive" folder.

Important information

  • There's a limit to the number of rules in the account:

    • Team accounts: 1000 rules per account

    • Business Plus (and legacy Business) accounts: 2000 rules

    • Enterprise Standard (and legacy Enterprise) accounts: 3000 rules

    • Enterprise Pinnacle accounts: 4000 rules

    Automation rules created for custom item types also count toward the account limit.

  • There’s a monthly limit to the number of actions performed via automation in the account:

    • Team accounts: 50 actions per paid seat monthly

    • Business Plus (and legacy Business) accounts: 200 actions per paid seat monthly

    • Enterprise Standard (and legacy Enterprise) accounts: 1000 actions per paid seat monthly

    • Enterprise Pinnacle accounts: 1500 actions per paid seat monthly

    When the limit is reached, all rules will be disabled automatically, and Wrike will notify all account admins by email. Wrike will also send separate email notifications to all admins when your account has 50% and 10% left of the total monthly action limit.

  • There's also a limit to the number of actions per minute. If an automation rule performs more than 200 actions per minute, it will be automatically disabled. Additionally, if a rule performed more than 100 actions per minute for the last 5 minutes, it'll be disabled. In both cases, the rule creator or the user to whom the ownership of the rule was transferred will receive a notification that their rule was disabled.

  • Each automation rule can have one trigger (the WHEN statement) and up to 10 actions (the THEN statement). There is no limit to the number of additional conditions (the IF statement).

  • Whenever an action is executed via the Automation, it appears in the task/project stream with the Automation Bot as the author. The same is true for the Activity Report.

  • Existing active automation rules won’t be triggered if the tasks, projects, or custom items that the rules should apply to were initially created through API, mass actions, or Excel import. Additionally, the rules won't be triggered if the changes to the items were made by automatic task rescheduling. However, if you later make manual changes to these tasks or projects or edit the existing active rules, these rules will be triggered by the items initially created through API, mass actions, or Excel import. Additionally, any automation rules that are created or enabled after the initial creation of tasks and projects via API, mass actions, or Excel import will also be triggered.

  • Automation rules won't be triggered in case the changes to tasks or projects are made by another automation rule.

  • If the rule you created stops working in case the original settings are no longer operable, Wrike will automatically disable the rule and notify you by email. For example, if the task/project status that the rule trigger depends on is deleted from the account, the rule will be disabled.

  • Automation rules are not triggered by the changes that happened before the relevant rule was created or switched on, e.g. task status change happened before the relevant rule was created, it means the automation rule won't be triggered.

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