[Open Discussion] Share Your Favorite Automation Rules! ๐Ÿค–

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Hello everyone! ๐Ÿ‘‹ 

Weโ€™ve already seen lots of feedback for Wrikeโ€™s Automation Engine - a huge thanks to everyone who shared their thoughts and suggestions with us ๐Ÿ‘ Our Product team is extremely eager to hear what you think as they plan future enhancements.

Today, weโ€™d like to ask you to share your favorite automation rules - the ones that youโ€™re using the most in the comments below ๐Ÿ‘‡ By sharing this knowledge and discussing the different ways of using Wrikeโ€™s Automation, Iโ€™ve no doubt that the creative minds of this Community can achieve better operational results in Wrike. 

Of course, your feedback and questions are welcome as usual, so please donโ€™t hesitate to reach out!

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

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We have an internal Ticketsystem using Wrike a form. If a new ticket is generated it is assigned to a responsible person. If that person doesn't look at the new ticket, wrike automation bot sends a message to all followers (responsible colleagues are auto following the ticket folder) so that ticket may not be forgotten. To avoid that reminder, the ticket status hat so be changed from "New" to something else.

VERY HELPFUL!!!

Rule: If status doesn't change in 2 days from "New", add comment @followers

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I also use the automation bot as a workaround to get a notification for new tasks in a specific folder.

Auto following a folder should generate an inbox notification if a new task is added, but this can't be cofigured by notification settings (https://help.wrike.com/hc/de/community/posts/115002774389--Status-Backburner-Editing-Notification-Types-in-the-Inbox)

Rule: If a new task is generated, add comment @followers

simple and effective!

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Thank you so much for sharing, Florian Kislich๐Ÿ™Œ

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

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We have one that we like: If a project hasn't moved from a specific workflow step, "Not Started",  within 7 days, it moves that project out of the active folder and into the "holding" folder area and emails the followers of that project that resources need to be allocated for that project to continue. Seems to be one of our favorites right now. 

We also really like moving projects from one folder to another folder once they reach the final completed step. 

Can't wait for updating all tasks within a project once that feature is available!

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We have some fun ones that have proven useful. We have some that are like those already mentioned above where if a task status has not changed after a few days, then the automation sends an @ mention comment to the assignees. Then if the status still does not change a few days after that the automation does the @ mention to the manager of the assignees.

When all tasks and subtasks are complete for a project, the project status is marked as complete and the project is then moved to an achieved completed folder. 

In some of the folders, we also have it for when specific status' are selected, folder tags and reassignment of the task.

Hope this helps.

-Ryan

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Hello Ryan Nelson

How can you post a comment to the manager of a task assignee? How does the automation know who is responsible?

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Dear Ryan Nelson and Nich Adam

why do you move tasks / projects to a different folder if they are completed? Isn't the status enough to seperate completed tasks from others?

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Florian Kislich We have so many projects and tasks within our Active area that over time, the build up would start to bog the folder down. So we now move things to an archive/completed area to keep the active area running quick. 

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Florian Kislich the way we set up the folder and space structure is that Managers have responsibility over certain folders and projects. As a result, when we create the @ mention comment, we are selecting the specific manager over that project of folder. The system does not know who that is, but the way we built the structure we know who it is and can use that knowledge to our benefit. 

As far as archiving completed projects, completed projects, do not remove them selves from the folder structure. They are always there. Moving them somewhere else declutters the look of the folder structure. 

Hope that helps.

-Ryan

 

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Hi everyone, thanks again for sharing your favorite automation rules! ๐Ÿ™Œ

I have some very exciting news for you - weโ€™re going to have a sync with our Product team to discuss Wrikeโ€™s Automation and answer all of your burning questions in two weeksโ€™ time! 

This call will be open to both Green and Black belt Community members ๐Ÿฅ‹If youโ€™re interested in participating but donโ€™t have a Green Belt yet, you still have time to earn it. Read this post to learn how to receive it https://help.wrike.com/hc/en-us/community/posts/360018649353--Read-Me-Become-a-Ninja-Community-Badge-Program-๐Ÿ‘

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

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Hi everyone,

 

We have projects divided in two major tasks:

1)Engineering => sub tasks eg. Motor (design)

2)Purchasing => subtasks eg. Motor (purchasing)

 

If i want an automation rule to connect an item from "Engineering" to an item from "Purchasing" i can't do it right now. 

For example: I want to @mention the purchasing dept that the design of a specific item is completed and so they can proceed. 

A rule based on custom fields would be game-changing!

 

In alternative, probably simpler, it would be good also a rule "if ANY of precedessor statuses change to". This also would solve the problem because i could create a dedicated status for specific items and connect them.

 

Thank you!

Antonio

 

 

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Thank you for sharing your use-case and suggestions, Antonio Guiso! The team is keeping a close eye here ๐Ÿ™‚

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

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Hello everyone,

As a project manager i work with several profils such as developers and consultants. I have to follow their tasks and be sure everything is updated. It would be great to have an automation with Wrike bot telling the person that his task is late regarding the initial delay and asking him to update the status or writting in the task why it's not the case.

Another idea : I tested the new financial fields, which are great ! I created a calculated field so that i can easily see if we exceed the initial total budget or not. An automation sending all projects  wich are exceeding the budget to a specific folder or person, would be very interesting to manage all of it and react quickly.

Thank you :)

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Thanks so much for sharing your thoughts, Marlรจne LABATTU ๐Ÿ™Œ

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

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