[From Wrike] Automation in Spaces: Apply Rules to Tasks, Projects, Custom item types & Select Locations ๐ค
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Hi everyone! ๐
We are very excited to announce that starting today, you can create space-level automations!ย
You may remember that before it was possible to create space automations only for Custom item types associated with a particular space. Now, you can leverage Wrikeโs space-level automation to use it for tasks, projects, and account-level Custom item types as well as select multiple specific locations for where the rules should apply ๐ฅ
Space-level automation offers more flexibility for automating different types of items, allowing you to create relevant rules for a particular space or particular locations of the space.
Here are some space automation examples to start with ๐:
- When any projectโs subitemโs status is โIn progressโโ change this projectโs status to โIn progressโ
- When a task is created โ create a subtask
- When a taskโs status is โApproval requestedโ โ mention approversย
- When a project's date is overdue โ mention projectโs assignees
Automation on the space level is administered by space admins, which means a more granular approach to workspace management. Itโs especially useful when you have multiple spaces for different teams in your Wrike account.ย
To start creating automation rules in your space, click on the Automations tab in the space settings.
Learn more in this Knowledge base article ๐งโ๐
๐Tip: Check the widgets at the top left corner of the Automations tab to see how many rules and actions youโve already created. It shows rules and actions, as well as limits, for the entire account.ย
We really hope you like this update!
Please let us know your feedback ๐ฌ and questions ๐below.ย
Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover
Lisa Wrike Team member Become a Wrike expert with Wrike Discover
Lisa
We are already using space automation and it works great. What we missed is a reference in the tasks update when 'Automation Bot' applies some automated action we would expect a number or link to what automation bot is responsible for the action. This so we can make changes to the automation whenever needed.
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Hey Jacco Stam! Alina from Wrike's Product team here. Thank you for your comment! Could you please provide more context on your business process that relates to that? I can see that you would like to be able to reference a specific action by a number, but I might be misunderstanding your case. Happy to hear more!ย
Alina Kucherenko Community Team at Wrike Wrike Product Manager Learn about Wrikeโs killer features and best practices with our Online Training Webinars
Alina Kucherenko Wrike Team member Learn about Wrikeโs killer features and best practices with our Online Training Webinars
Alina Kucherenko we find it hard to find the automation that triggers the automation. We would like to have a easier way finding the automation that did things. Let say the automation sends out a mention and we would like to make a quick change to it. We need to manually find the automation.
When automation can be in the space and in the account level its get even more difficult to find out what automation is doing what as only a self given name can be used to identify them. For example:
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Glad to see this is set up!ย I know a lot of team members have been asking for this and I am hoping this gets one step closer to applying automation rules to custom fields too!!ย (there are a ton of product feedback posts on this):
https://help.wrike.com/hc/en-us/community/posts/10064505355287-Automation-rules
https://help.wrike.com/hc/en-us/community/posts/6787371407767-Automation-using-multiple-select-custom-fields
https://help.wrike.com/hc/en-us/community/posts/360039301093-Custom-fields-automation-if-task-created-in-folder-X-than-custom-field-Y-Z
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Hi, we have a custom integration for creating monthly timelog reports with specific custom fields. The custom fields are necessary in order to match the report rows to SAP financials.
The custom timelog report is generated the first of each month and works splendidly.
However, we noticed a problem with users making time entries in the past. That leaves time entries in limbo, e.g. when an employee makes time entries for April 5th on May 5th *after* we create the report on May 1st, those entries weren't included in the April report, and they won't be included in the May report, either.
So we were rather keen on including a "Lock Time Entries" function for the spaces concerned in our monthly timelog report integration in order to prevent users from making time entries in the past. We would simply have informed users to please report the forgotten hours to the project tasks in the current month.
We were quite disappointed to find out that "Lock Time Entries" isn't supported in Wrike's API methods. Would very much appreciate having it available in Wrike API.ย
Would this be a case for space-level automation?
Currently, there's neither a date trigger or action for this over there.ย
Would require a trigger for "date: 1st of month" and "repeat: monthly" and a "Lock Time Entries" action.
Big thanks for your feedback and details on your use cases here, folks! Our Product team is keeping a close eye, as you can see ๐
Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover
Lisa Wrike Team member Become a Wrike expert with Wrike Discover