[From Wrike] Wrike Automation Is Here ๐Ÿ”ฅ

Hello Community! ๐Ÿ‘‹

Weโ€™re extremely happy and excited to announce the release of Wrikeโ€™s Automation Engine! This functionality is designed to save your time by automating repetitive tasks so that you can concentrate on the most important work. 

Whatโ€™s the Automation Engine?

Wrikeโ€™s Automation Engine is a solution that helps automate routine actions in Wrike. It covers multiple use-cases, some of which our Community members have been suggesting here, such as archiving completed projects, notifying users about actions they need to do, and ensuring a projectโ€™s status is in sync with the childrenโ€™s task statuses. 

Automation Rules

Wrikeโ€™s Automation Engine runs off rule-based logic, using triggers to perform actions in the platform, and doesnโ€™t require any coding experience to create the automation rules.

Trigger: a change in the system that prompts the rule to take action.

Action: the next steps the engine takes, once a trigger condition has been met.

Rules can be applied to projects and tasks.

Create an Automation Rule

Please note that only Account admins can create automation rules from the โ€œAccount Managementโ€ section of the Settings.

1) Click โ€œAutomationโ€ in the left panel under the โ€œAccount Managementโ€ section.

2) Click โ€œCreate ruleโ€.

3) Set up your rule:

  • if the rule applies to tasks or projects, and select their location.
  • select and set up one of the available triggers.
  • select and set up one or more of the available actions. You can add up to 10 actions to the rule. 

4) If necessary, edit the title of the rule at the top left of the view.

5) Click โ€œCreateโ€ in the upper-right corner of the view.

Now youโ€™re all set up, and once the rule is triggered, itโ€™ll be automatically performing the action. 

Check out the list of all available triggers and actions on our Help Center.

Please note that Wrikeโ€™s Automation Engine is available on Business and Enterprise subscriptions.

 

We hope that you're as excited about this update as we are ๐Ÿ™‚ Please let us know if you have any questions, and of course, weโ€™re extremely interested in hearing your feedback! Comment below ๐Ÿ‘‡

 

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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This is HUGE! Thanks!

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Thank you, Nich Adam ๐Ÿ™‚

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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Really love this tool & excited for custom fields to be an option to Automate!

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:-) Very excited with the new possibilites. Any estimate to the custom fields?

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Happy to hear you're excited, Brianna LaBarge and Fillipe Neyl Walecki ๐Ÿ˜ The team has plans to add some custom field types this year and then to continue improving the Automation Engine ๐Ÿ™‚

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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This is a great feature! Anyone know a safe way to mark a task completed on it's respective workflow? More specifically, if I have this applied to an entire Space, when all direct subtask statuses change to "any completed", I can "change task status to"... but then have to choose a specific status, rather than marking it completed (which may be a different status for multiple workflows in the same Space). Thanks!

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This is great - any chance of the possibility of a project to task automation? For example, when a Project is put "on-hold" then tasks will also be put "on-hold" 

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Great feature! We are excited for the task automation coming soon so that we no longer need to use a webhook to automatically update the successor to In Progress when the predecessor is marked complete.

Is there a limit to how many automation rules you can have?

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Thank you so much for your feedback, everyone! ๐Ÿ™‚

Joe Holston There isn't a way to do this at the moment. I'd recommend setting up rules on the project level to be sure that you use the correct status.

Jagoda Auger The team has this feature in their list of things to work on but we can't provide ETA yet. We'll keep you posted!

Lindsey Walters You can create up to 50 automation rules on your account.

Thanks again for reaching out ๐Ÿ™Œ

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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Lisa Thanks for the response! Could you explain what you mean? We have set default workflows at the project level but specifically when using the automation, we are looking for a way to say when all children are completed, complete the parent. But if we have multiple workflows in one project, this forces us to choose a specific workflow's completed status... not a big deal, but when we run reports or filters looking for a specific status, if this were to change it to a new workflow, it would no longer be found.

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 Great stuff! However I can't access the feature as described in this post (yes, I am an Admin for our company's account). Has this been rolled out to all Wrike users? Lisa

Nicolas Villarreal Art Outsourcing Producer

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Hi Lisa, one more question: For this future "change children status" feature, is a child status by definition a "subtask" or a "successor"?

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Joe Holston Thank you for sharing your use case! The team will think about a way to set up a status depending on the workflow that is used right now. The only workaround, for now, is to split a rule into several smaller ones. In this way, each smaller rule will work with a single project with a known workflow.

Nicolas Villarreal Wrike's Automation is available on Business and Enterprise subscriptions. Please note that on Enterprise subscriptions, the Account Owner grants access to Automation to Account Admins. Please let me know if that might be the case and can help you further ๐Ÿ™‚

Lindsey Walters It's a subtask. The team is planning to research the "change successors statuses" as well. Could you please describe a use case where you'd want to use it?

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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Hi Lisa,

I have updated my comment--I feel so silly, you already have the function I am looking for with "If all predecessor statuses change to".

Apologies for the confusion, I was looking for the work "successor" when thinking out the logic!

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No worries at all Lindsey Walters, thanks for updating and letting us know ๐Ÿ™‚

If you have any other questions don't hesitate to ask ๐Ÿ‘

Elaine Community Team at Wrike Become a Wrike expert with Wrike Discover

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Love this addition. Would be great though if there was a way to specify in the 'Change task status to' to only change the status to the status if its not completed. So that if for whatever reason Tasks do not get pushed back a task status that's already been marked as in progress or completed.

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I agree with Aaron, 

Here is what I posted on another string:

This is amazing! I do have one comment about this which prevents us from using it over our webhook. I have a suggestion for the logic on Wrike's end.

Current Scenario:

Scenario: Apply to tasks-->if all predecessor statuses are Completed or Cancelled, change task status to In Progress.

  • Project 1 is kicked off. Because task 3 test is optional, it is cancelled unless an assignee requests it. In this case, task 3 is never requested and thus intended to always be a cancelled task.
  • 1 test is marked complete and 2 test bumps to In progress
  • 2 test is marked complete and 3 test bumps to In progress, but it was supposed to remain cancelled.

I want the engine to recognize the exception that 3 test should have been skipped and left cancelled rather than bumped to In Progress so that 4 test can be updated to In progress when test 2 was marked complete. I've tested it out and the logic gets wonky with multiple dependencies and bumps both test 3 and test 4 to In Progress.

Solution Scenario:

My initial thoughts for a solution is: an element of "exception", "unless", or "only when" logic. 

Apply when task is "New"-->if all predecessor statuses are "Completed" or "Cancelled", change task status to "In Progress".
This means that unless the task is currently marked as a specific status, the task will be ignored and it won't apply the predecessor rule logic.

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Limited to 200 actions per month, sounds like I will be out after a couple of weeks and then the function is useless again?

If we have 5 users, will we get 1000 actions per month for the team?

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Anders Kilbrandt Yeah according to their Help Center.

"Thereโ€™s a monthly limit to the number of actions performed via automation in the account. For Business accounts, itโ€™s 200 actions per each paid seat monthly. For Enterprise accounts, itโ€™s 1,000 actions per paid seat monthly."

So if you have a Business Account and pay for the 5 Users (Seats) then I believe you would get a total of 1000 Actions Per Month.

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Thanks a lot for your feedback, Aaron Davison, Lindsey Walters, it's already been passed on to the team ๐Ÿ‘

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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Would be nice if an action would be to create a subtask on trigger 

For example -  service technician task - on completed - a new task is created to do a follow up call in one month

 

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We've been waiting for this! Thank you, Wrike Team!

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Thank you for your suggestion, Debbie Brownlie, I'm passing it on to the team now!

Susan Angustia So happy to hear that ๐Ÿ™‚

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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Hi everyone! ๐Ÿ™‚ Please check out this thread and share your favorite automation rules with the Community ๐Ÿ™

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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