[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 Wrike Product Manager Become a Wrike expert with Wrike Discover

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For some of our offices, we require specific approvals for requesting time off.  This includes obtaining manager approvals and informing HR for appropriate approval channels.

In the Out of Office Request form - we allow the user to select their manager.  This triggers a few activities

  1. Task is assigned the to user requesting OOO
  2. Task date is populated
  3. Task Title is the users' name
  4. Sets task status to "Pending Manager Approval"
  5. Manager Assigned to Approve the Request - with a pre-set amount of days
  6. Once Approval, Task status changes to approved or cancelled, based on the approval status.
  7. Data is used across many channels: Calendars, Dashboards, Reports etc.

Bonus data is also calculated - the effort is enabled by templates for each type of OOO request, to reflect hours - so that if management needs to see how many hours are being requested by quarter, we can map to forecasting resource assignments during heavier (i.e.  Prime Holiday windows) - and provide real-time reports to assess staffing.

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Hi Sherrie Besecker,

this is very interesting. Did you find a way to include the wrike work schedule in your automation? I'm really missing this feature to block the off time of assignees for due dates. It's quite annoying to submit my off time there manually, and also to my outlook calendar.

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HI Florian Kislich - we discourage many of our users from using the system Work Schedule to request time off - for 2 reasons - 1) Because we don't want someone's outage to impact the project schedule (which is now a new feature to ensure that timelines won't change due dates) but 2) we also want to be able to pull requested time off for users into Dashboards & Calendars.  We have a special folder in our Admin Folder to capture the tasks created from the form request.  I would imagine, since these requests exist as task there is way to enable a google or outlook calendar to reflect this time on that as well, but we haven't turned on integrations yet... 

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Thank you for sharing and posting Sherrie Sherrie, Florian Kislich ๐Ÿ™Œ๐Ÿผ

Cansu Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

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The automation we built that pings and assignee and a manager when something has not moved out of a certain stage in our workflow has been FANTASTIC! The PM team is having to do less follow up because Wrike does it for us!

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Great to hear that our Automation function helps your team Brittney Bemb ๐Ÿ™‹๐Ÿปโ€โ™€๏ธ

Cansu Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

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Similar to some other posts, we use automation to add a comment to "nudge" assignees to update their project status to In Progress and complete custom fields if the status is not changed from Not Started within a set number of days. I also use automation in my Personal Space to prompt me to modify the status of tasks if they go unchanged for a specified period. 

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Thanks for sharing Anthony Fronza ๐Ÿค— 

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We have a monthly project that serves monthly reminders to certain staff members. We also have some reminder tasks for other business units. The staff really likes the reminders, but are SO BAD at completing them. Now all of these tasks auto-complete at the end of the month, and the monthly project archives itself! 

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We love the ability to layer the automation features of workflows with task assignments with automation rules @ mentioning other team members to make sure nothing gets lost. 

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Thank you for sharing your use cases and rules Elizabeth Kennedy Bayer, Sarah Dungey! ๐Ÿ™Œ 

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

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I like automated @mention options

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Thanks, Jessica Dancar! ๐Ÿ™Œ Could you share an example of how you're using those? 

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Lisa Automated @ mention comments help with onboarding new members with reminders of how to do next steps in our process - specific automated messages to users when a particular action occurs notifying them of the next step to take until an understanding of the process sticks and becomes second nature.

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Our most common automation is to update a task status based on inputs from the assignee in a custom field. We ask our users to update two custom fields to help communicate progress and when one of the fields (%) reaches a certain threshold %, the automation then updates the tasks status. This way our team just needs to update a progress that helps us show overall progress to our major milestones.

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Jessica Danca Thanks so much for getting back and clarifying! ๐Ÿค— That's a very interesting setup for onboarding new team members!

A very interesting rule Kevin Thalacker, thank you for sharing! ๐Ÿ™Œ

 

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

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So far I have two favorite automation rules. 

1. When a ticket is completed, @ mention the director of our department and the author of the request. 

2. Anything with custom fields! Current ones I am leveraging are - if a custom field changes to something, move/ @ mention the appropriate people. 

I would love to have more functionality in this from a custom fields perspective. Including when a custom field changes from something, not just to something. Also having rules around custom fields that aren't just checkbox and drop down. 

Thanks!

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Thanks so much for sharing what your top rules are and also your suggestions for the Product team Devree Czupinski ๐Ÿค—

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We have set up a rule to create our customer project plans from blueprints, create a folder in the correct workspace, share it with the PM, put a pre-fix on the tasks all from a request form. This helps to ensure our data is in the same format for each customer. 

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We have just created a new one to help me with reminders to the team. We create modifications that at one point we ask the client to test.

When this happens we move the task status to "Client Testing".

The new automation rule send a message to the @assignee and @followers after 15 days if that status hasn't changed and asks them "Has the client finished testing?"

If anything its a great tool to keep the team utilizing Wrike and keep their tasks up to date!

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Thank you for sharing, Steven Ohlson and Jordan Crisman. It's great to see how different teams use the Automation Engine ๐Ÿ™Œ๐Ÿผ

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We categorize our projects into separate folders (Intake, Active, On-Hold, Pipeline, and Completed). We use the project status for us to evaluate where a project is at any given time. In addition to the statuses, the project lives within 1 respective folder at a time. Instead of having to change the location of the project as it moves from status to status, our team has used automation to have it automatically move the project into it's respective folder based on the status that the project in is. This has been great because some Project Owners forget to change the folder location so this automation has reduced those errors by 100%. We use those folders as data sources for reports and dashboards. 

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Hi Hunter Blouch, thank you for taking the time to share how you use Automation in your team!

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We have a few monthly projects that are business unit reminders to do things like reconciling their credit cards or complete monthly updates in various systems. Employees love the reminders but never mark the tasks as complete. 

So I built automation roles for these projects and at the end of each month, the tasks and projects are marked canceled/complete and archived. Clutter solved. 

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I just learned about the ability to automatically send an @ mention if the status of a task hasn't changed in a certain amount of time, very excited to implement that!

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I personally use it for some of my own tasks with a motivating comment ๐Ÿ˜Š, please let us know if you have any questions Kelly-Anne Slatton.

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We use twilio for our social media clients to send us videos, photos and content for social media - real time.  We set up a "user" that automatically receives the content and it creates a task for the social media team in wrike.  This has helped us tremendously (especially during pandemic restrictions).  We have become more efficient and don't miss a social media text from our clients, while tracking the task -all at the same time!

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We forget to "officially" complete a project sometimes. We created a rule that automatically completes the parent project when all tasks and projects underneath are marked complete.

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Thank you for sharing your automation rules Liz Lowry, Pamela Cox!

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I'm new to using Wrike so I haven't yet learned how to use the automation tools. But I'm eager to learn!

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