Automations in Wrike for change in important milestones in a Project Plan
While Project plan has been an important tool for PM's to manage their projects, baselining is an important aspect that keeps the project stable & aligns with the strategy for the Program/Portfolio.
However, minor changes are sometimes overlooked & PM's may not have the foresight to understand the Impact on the overall Project.Additionally, some projects have frequent changes & sending a communication everytime was adding to the administrative efforts of the PM.
With Wrike Automations ( excluding data loaded through API's) automations can be sent on these key fields, be it a date, field value e.g. currency, risk % etc. where Outlook,/Team notifications can be triggered to keep all related stakeholders informed. This would hopefully reduce additional communication efforts, whilst providing immediate communication incase of changes for the key criterias.
Step-by-step instructions:
- Automations can be setup at Account level or at Space Level.
- Automations can be set at Account level, if you have a field or custom field which is not used in multiple custom item types.
- IN our case, the same custom field is used in different Custom item types, so we prefer using Space level automations, since it enables you to select the custom item type where automations need to be setup, rather than the entire account
- Click on the space overview below the space & click on Space settings
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Click on Automation & click on + rule
6. Click on Custom rule
7. Select custom item type where rule needs to be applied
8. Select the below option for when Custom field changes
9. Select the date field, for which change needs to be triggered, in our case it is Actual Date
10.in And if section, you can additional filter if needed, for us, I need the trigger only if actual phase is equal to Go live
11. In then do this section, select the appropriate trigger, in our case, we prefer sending an outlook email to recipients
12. Select outlook account from which email needs to be triggered, add recipient name subject line & email body
13. In email body you can select fields pertaining to the trigger by enclosing them in square brackets. list of supported field can be found by clicking on question mark icon
14. Click on create
15. Sample of email triggered
This is a super helpful post, Hitesh Karkal! Thanks so much for taking the time to create such an in-depth post along with appropriate screenshots. We really appreciate it, and I hope our Community members will benefit from this as well 🙂
Rohan V Community Team at Wrike Wrike Product Manager Conosci le straordinarie funzionalità di Wrike e le best practices
Rohan V Wrike Team member Conosci le straordinarie funzionalità di Wrike e le best practices
Hi Hitesh Karkal,
I'd like to mention that the email in your example might contain wrong information. It is triggered by any change to the custom filed "Actual Date", regardless who did this change. But your emails says, it was changed by the assignee of the task.
Anyway I like your suggestion to inform users of important changes. I suggested somethin similar to changes done by Auomation: Track Automation Actions – Wrike Help Center
Florian