This Wrike Integrate example is designed to move tasks from one status to another automatically after a certain number of days in a particular status.
For example, if a task remains in status Waiting for more than 3 days, that task should be automatically cancelled (or moved to Follow-Up status, or whatever status is needed in this case).
This example uses two recipes:
- The first example recipe triggers every time a task is created or updated within the designated folder tree, to record the current task status and the date of the last status change. The custom fields updated by the recipe are used within the second recipe.
- The second example recipe runs once a day, looping through all active tasks within the designated folder tree. Any task that has been in a custom status named Waiting for more than 3 days will be automatically changed to a status of Cancelled, and a comment will be added to the task noting the automatic cancellation.
The recipe can be adjusted as needed, according to your workflow status names and how long the task should remain in one status before being automatically changed to another.
- Wrike Integrate (paid add-on)
- Wrike plan that includes custom fields
- Wrike custom field to identify the last status of each task (we use a custom text field named Status Tracker for this purpose)
- Wrike custom field to identify the date of the last status change for each task (we use a custom date field named Last Status Change for this purpose)
TIP: When creating custom fields used in Wrike Integrate recipes, we share these fields only with our Wrike Admins, so other users can't see or change the value in these fields. Keep in mind that the user linked to your Wrike Connector in Wrike Integrate will also need access to these fields in order to see/update them.
- You will need to find the top-level folder ID under which tasks should be processed, and enter this ID into step 1 of the second recipe. You can obtain folder IDs using Postman (see https://help.wrike.com/hc/en-us/community/posts/115000282125). Alternatively, you can also use a Wrike Integrate recipe to get a folder ID by permalink, as described at https://www.workato.com/recipes/845465.
- If you have made recent changes to the custom workflow used with these recipes, and you receive unexpected errors when running the recipe or you don't see your workflow or status when adjusting recipe steps, you may need to create a new Wrike Connector in Wrike Integrate and switch the recipes to use this new connector. Custom status changes don't always register with existing connectors (as of February 2020), even with a schema refresh. This issue has been reported to Support.
Wrike Integrate recipe examples
This process requires two recipes: