Automation to Comment to Requester

Hello Wrike community!

I wanted to know how I could setup a custom automation rule so that when the due date of a task that was created from a request form being filled out by a requester is approaching, that the automation will comment to the requester to remind them that the due date is approaching and that potential action will need to be taken by them.

Context:

We have a request form that we use for our staff to fill out to request AV support for a given meeting they are having in our office spaces. I want to setup an automation that will comment to them when their meeting will be occurring in X amount of days, telling them to reply back if they will no longer need AV support.

 

Thank you!

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6 comentários

Hi Ian!

You can definitely do this.

1. You'd make a space-level automation rule that applies to the item type of the AV request (project, task, custom item...) and set the location for the rule to apply (either the whole space or the specific folder). 

2. Set the trigger to be "when date is approaching or overdue" so that the field is teh Due Date, the condition is "will be within the next" and then set the amount of time to be the number of days (and don't forget to add "d" after the number to indicate days). 

3. Then you set the action to be "add comment and mention". You select "author" from the available checkboxes, and then write your message. 

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Hi! I believe you need to set up a custom automation. Set the trigger to "Date is approaching or overdue." (Select the due date and set your parameters.) Next, in the "Then do this" section, select "Add comment or at mention." (Select "author" and type your text.)

Here are some screen shots of what that might look like:

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Ian Edwards - here's a quick rule that I think does what you want: 

 

What did I miss? Would this work?

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Hi Ian Edwards,

sure, you can create it with Automations Tools.

Here what we do.
If due date will be within the next 20 days then Add a comment and mention.

Here the trigger

Here the action

You can mention followers, assignees, author, approvers or specific people

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Hello everyone (Sarah Dungey, Ali Moses, Mike Fank, Pietro Poli)!

Thank you all for your comments trying to assist me with accomplishing the aforementioned needs from me and my team. I will go ahead and try to set up this custom automation rule again selecting "author", but to give further clarification into why I did not select that option originally during my prior testing is because the author listed in the task that is created after our AV request form is filled out is Wrike Bot, and not the person that filled out the form.

So my concern is that it would automate a comment to the Wrike Bot instead of the person that filled out the request form.

Thank you!

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Hi Ian Edwards! 🙋🏻‍♀️
 
It seems you have created an external request form with the public link enabled. This adds Wrike Bot as the author. Since you mentioned the form is for staff, whom I believe are internal members, you can try disabling the public link. This way, the user logged into the system will have their name as the author when they fill out the form. The automation steps suggested by others above will work as expected.
 
 
If the form has to be an external request form, as a workaround, you can also assign one particular internal user (to whom the automation will mention as the assignee) to take the next step, e.g., emailing the requestor.
 
  Please let me know if any of the above steps would help in your case. Thank you! 😊

Basudha Sakshyarika Community Team at Wrike Wrike Product Manager Aprenda sobre as funcionalidades e melhores práticas em Wrike com o nosso Treinamento Webinar Online

Basudha Sakshyarika Wrike Team member Aprenda sobre as funcionalidades e melhores práticas em Wrike com o nosso Treinamento Webinar Online

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