[From Wrike] Automation in Spaces: Apply Rules to Tasks, Projects, Custom item types & Select Locations 🤖

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Hi everyone! 👋

We are very excited to announce that starting today, you can create space-level automations

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 Wrike’s 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 🔥

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 📌:

  1. When any project’s subitem’s status is “In progress”→ change this project’s status to “In progress”
  2. When a task is created → create a subtask
  3. When a task’s status is “Approval requested” → mention approvers 
  4. When a project's date is overdue → mention project’s assignees

Automation on the space level is administered by space admins, which means a more granular approach to workspace management. It’s especially useful when you have multiple spaces for different teams in your Wrike account. 

To start creating automation rules in your space, click on the Automations tab in the space settings.

Learn more in this Knowledge base article 🧑‍🎓

📍Tip: Check the widgets at the top left corner of the Automations tab to see how many rules and actions you’ve already created. It shows rules and actions, as well as limits, for the entire account. 

We really hope you like this update!

Please let us know your feedback 💬 and questions 🙋below. 

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

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Комментариев: 6

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! 

Alina Kucherenko Community Team at Wrike Wrike Product Manager Узнайте о самых популярных функциях Wrike и советах по его использованию

Alina Kucherenko Wrike Team member Узнайте о самых популярных функциях Wrike и советах по его использованию

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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!  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!!  (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. 

Would this be a case for space-level automation?

Currently, there's neither a date trigger or action for this over there. 

Would require a trigger for "date: 1st of month" and "repeat: monthly" and a "Lock Time Entries" action.

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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 🙂

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

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