With automations in projects, you can perform recurring steps automatically.
You define a trigger (“If ...”) and one or more actions (“Then ...”).
Example: When a task is created in a specific list, it can be automatically assigned to a person.
How to use Automations in projects
Every automation has exactly one trigger, and can include any number of actions.
Set up a new automation
Open your project
Navigate to Settings > Automations
Click the blue Add button
Select a Trigger
Define one or multiple Actions
Click Save (the automation is immediately active)
Set the trigger
The trigger is the event that must happen for the automation to start. Depending on the trigger, you may need to add conditions. Look for the underlined fields in the window and click them to select the needed values.
Define actions
Choose which action(s) should run. Some actions require extra details. Again, use the underlined fields to select the needed values.
How to use Manual trigger automations
Besides event-based triggers, you can also use a Manual trigger. Manual triggers run only when a user starts them.
When creating an automation, select Manual as the trigger type, give it a custom name (for example Start QA flow) and define one or multiple actions.
Manual triggers allow teams to keep control over when an automation runs.
Execute a Manual trigger automation from a task
Open a task’s task detail view
Click the manual automation button (finger / touch icon) in the top right
Select the automation from the dropdown
The automation runs in the background and shows a short confirmation message.
Project automations vs. task automations
You can create automations based on project triggers and task triggers. Depending on the trigger you choose, awork shows a specific set of actions.
Project automations can be especially helpful to maintain a good overview of specific project statuses.
How to set up a budget automation
The budget automation “When the project has reached X units of the budget ...” can be set directly in your project.
Open your project
Go to the Times tab
Go to the Retainer tab
Click the Bell icon to open the automation pop-up
Select the unit: Days, Hours, or Percent
If the automation is already set up, clicking the Bell icon again opens the pop-up so you can edit it.
How to use Automations in Project Templates
You can also create automations in Project Templates. When you create a new project from a template, those automations appear in the new project.
Add an automation to a Project Template
Navigate to Settings > Templates > Project Templates
Open the template
Click the blue Add button for automations
Create the automation (same process as in a project)
Important: If you make changes to automations in an existing Project Template or create new automations, awork will ask whether you want to apply the changes to all projects created using this template.
Tip: You can create deactivated automations in your template. They’ll be copied into new projects but stay inactive until you switch them on.
Best practices and troubleshooting
Switch off an automation instead of deleting it
You can switch off automations using the switch in the automation overview.
This is useful when you’re cleaning up a project and want to suppress automation actions temporarily.
Fix an automation that stopped running
An automation can switch itself off due to an error (for example, if a task list used in the automation was deleted).
Show error details: Under Settings > Automations, you will see a red exclamation mark next to any automations that have been automatically disabled; this indicates the reason
Reactivate: Correct the automation and then switch it back on
FAQs
Can one automation trigger another automation?
Can one automation trigger another automation?
No. An automation with one action triggering another automation is technically prevented in awork to avoid recursive ping-pong effects. If you want multiple actions from the same trigger, add them to the same automation.
I have a due date trigger. When is it triggered?
I have a due date trigger. When is it triggered?
With a due date trigger (for example, When a task is due), actions are triggered when the date reaches the specified morning in CET. The task’s due time is irrelevant. For example, if a task is due at 6 p.m., automation will still be triggered on the morning of the due date.
For whom is time tracked in “When a new task is created via email, then start time tracking on the task”?
For whom is time tracked in “When a new task is created via email, then start time tracking on the task”?
Time is tracked for the person who sends the email, as long as that person has awork access. This happens regardless of whether (and which) user is assigned to the task.
If I change an automation in a Project Template, does it update existing projects?
If I change an automation in a Project Template, does it update existing projects?
If you change or add automations in an existing template, awork will ask whether you want to apply those changes to all projects created using the template.
My automation doesn’t seem to be running anymore. Why?
My automation doesn’t seem to be running anymore. Why?
It may have switched itself off due to an error (for example, if a task list used in the automation has been deleted). Go to Settings > Automations. If the automation was turned off due to an error, you’ll see a red exclamation mark with the reason on hover. Fix the setup and turn it on again.