Creating Custom Triggers and Rules

Automation is essential for improving workflow efficiency, reducing manual effort, and ensuring tasks progress smoothly. Custom triggers and rules allow teams to define specific conditions that automatically execute actions, helping streamline project management. By leveraging automation, teams can eliminate repetitive tasks, enforce consistency, and improve response times.

This guide explores how to create custom triggers and rules in platform, enabling automated actions that keep projects running efficiently.

Understanding Custom Triggers and Rules

A trigger is an event that starts an automation, while a rule defines the conditions that must be met for an action to occur. These elements work together to create a structured workflow, ensuring tasks move forward without requiring manual input.

How Triggers and Rules Work Together

Triggers and rules follow a structured IF → THEN logic:

• IF a specific event occurs (Trigger)
• THEN execute a predefined action (Rule)

For example:

• IF a task is marked as "Urgent" THEN assign it to the project manager.
• IF a due date is missed THEN send an automatic reminder.

This level of automation ensures that key tasks are handled efficiently without constant oversight.

Setting Up Custom Triggers and Rules

Step 1: Defining Your Trigger

Before creating a rule, determine the trigger that will initiate the automation. Common triggers include:

• Task Status Change – When a task moves from "In Progress" to "Completed."
• New Task Creation – When a new task is added to a specific project or category.
• Due Date Reached – When a task is approaching or past its deadline.
• Priority Assignment – When a task is labeled "High Priority" or "Urgent."
• User Activity – When a team member comments, assigns, or updates a task.

Step 2: Defining the Rule (Action to Be Executed)

Once the trigger is selected, define what action should occur when the trigger is activated. Common rules include:

• Assigning a Task – Automatically assigning tasks based on priority or status.
• Updating Task Status – Moving a task to "In Review" when marked as "Completed."
• Sending Notifications – Alerting users when an important update occurs.
• Adding a Deadline Extension – Automatically adjusting due dates when a task is delayed.

Examples of Custom Triggers and Rules

1. Auto-Assigning Tasks Based on Labels

Trigger: A task is tagged as "High Priority"
Rule: Assign the task to the team lead and send a notification.

2. Sending Deadline Reminders

Trigger: A task is due in 24 hours
Rule: Send an email and in-app notification to the assigned user.

3. Moving Completed Tasks to the "Review" Phase

Trigger: A task is marked as "Completed"
Rule: Change the task status to "In Review" and notify the reviewer.

4. Notifying Teams When a Critical Task Is Delayed

Trigger: A task is overdue by more than 2 days
Rule: Notify the project manager and escalate the priority.

Optimizing Workflow with Advanced Automation

For more advanced use cases, custom triggers can be combined with conditional logic to create multi-step workflows.

Conditional Logic in Rules

By adding "AND" / "OR" conditions, automation can be fine-tuned for more specific scenarios:

• IF a task is marked "Urgent" AND has no assignee THEN assign it to the default team lead.
• IF a comment contains the word "blocked" THEN change the task status to "Needs Attention."
• IF a task is completed AND has an attachment THEN send an approval request.

Best Practices for Creating Custom Triggers and Rules

• Keep rules simple and specific – Avoid overly complex automations that may create conflicts.
• Regularly review and adjust automation settings – Ensure triggers remain relevant as project needs evolve.
• Use notifications wisely – Prevent notification overload by limiting unnecessary alerts.
• Test automation rules before fully applying them – Ensure workflows function correctly without unintended consequences.
• Combine multiple triggers for efficiency – Automate workflows that involve multiple steps for seamless execution.

By setting up custom triggers and rules, teams can create a highly efficient, automated workflow that eliminates repetitive tasks and ensures smooth project execution.

With proper implementation, automation in the tool enhances team productivity, keeps projects organized, and reduces the risk of delays or missed deadlines.