Automate a board with rules
When something happens, and it matches, do the busywork. No monthly limit.
A rule reads like a sentence: when something happens, if it matches, then do these things.
- Choose the lightning button at the top of the board, or Rules and automation in the board menu (editors and above).
- Choose New rule, or Start from a recipe for common ones.
- Pick what starts it, add conditions if you need them, and add actions.
Rules can start when a task is created, moves, changes, is due soon or overdue, when a checklist is finished, when someone comments, when email arrives, when a Collect form sends a request, when an approval finishes, when a service level is at risk or missed, or on a schedule.
They can move, assign (a person, the next in turn, or whoever has the least on), set priority, dates, labels and fields, add checklist items or subtasks, comment, notify people, send an email or a Vire, add a row to a Grid, make a Write doc, ask for approval, archive, copy to another board or create a task.
- Rules run on our server as the person who made them, with that person's access. If they lose access, the rule pauses and says why.
- There is no monthly limit. A change that sets off rules that set off more rules stops after five rounds, so loops cannot run away.
- Test on a task shows what a rule would do without changing anything. Run history shows the last 100 runs.
- Only admins can make rules that email people outside the board.
What a task needs to enter a column
Under the rules, each column can ask for things first: someone assigned, a due date, an estimate, a label, a custom field, every checklist item ticked, or an approval. You can also limit who can move tasks in. Moves that do not meet them are refused with a clear reason, and so are new tasks added straight into the column, tasks moved in from another board, finished subtasks made from a ticked checklist item, and tasks from a column being deleted. A column that needs an approval only takes tasks moved in after they are approved.