Within Teamwork, you can create automations to streamline your processes with tasks.


Automation limits


The number of times automations on your projects can execute in any given month will depend on your subscription plan. You can view your usage via the Usage tab in the Automations modal. 

Grow/Premium
Deliver/Pro
Free Forever / Legacy
 2,000
 500
100

When setting actions for automations:

  • Grow/Premium subscriptions and above can set up to six actions on a single automation.
  • Deliver/Pro subscriptions and below can set one action per automation.


Creating automations


Automations are available at project level via either List or Table section of each project. 

Note: Automations can only be viewed, created, and managed by administrators and standard users in the owner company.

While viewing the Table or List area of a project, click the Automate button in the top right.

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The Automations modal will allow you to either choose from a gallery of pre-defined automation templates (organized by category type) or create custom automations.

Clicking through the template categories on the left will show the corresponding template options. Hover over a template and click Use Template. Alternatively, click the Custom automation button in the top right of the modal to start from scratch.

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Setting the automation trigger

In the Create automation view, the When section controls the source trigger that should initiate the corresponding response action.

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If you selected a template in the previous step, that trigger will be selected by default. You can use the trigger dropdown to update the trigger type.

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Date/time-based automations will run on the automation creator's time zone. For example:

  • Automation: When a task's due date arrives at 9AM, notify assignee(s).
  • Creator timezone: New York City (EST)
  • Notification: Assignees will be notified at 9AM EST.

You can then select which project(s) the trigger should apply to. By default, the current project will be selected. You can choose to apply the automation to one, multiple, or all projects.

Note: If you are using the task list condition in your automation, only one project can be selected.

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Depending on the trigger type chosen, you will also be able to specify corresponding trigger settings.

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At the bottom of the When section, you can use the add condition option to set additional requirements for the automation. Each automation can have multiple conditions.

Conditions allow you to refine your trigger to a specific task list or based on task properties such as start date, due date, assignee and more. 
 
Conditions can be added when creating or editing an automation. You can then choose your condition type, requirement, and the condition value. To remove a condition from an automation, click the red trash can icon on the condition card.

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Setting the automation action

The Then section allows you to add an action that should be carried out automatically once the trigger event occurs.

Note: Any actions relating to notifying users or adding/changing assignees require the selected user(s) to be a member of the project. 

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If you choose leave a comment, notify people, or send HTTP request as the action, you can also click any of the displayed supported fields to include the corresponding data in your comment, notification, or payload. 

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You can add multiple actions by choosing the add action option at the bottom of the Then section. You can set multiple instances of the same action type or use multiple different action types.

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Activating and managing the automation

In the top right of the automation creation modal, you can toggle the automation to be active or inactive. 

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At the bottom of the modal, you will see an automation description out lining both the trigger and conditions along with the action of the automation. 

Click the Create button in the bottom right to complete the automation setup. 

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The automation will then be listed in the Manage tab of the main Automations modal where you can edit, delete, or toggle activation.

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In the first automation example here, a comment will be added to any task on the selected project(s) when the task's priority is changed to high.

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Duplicating automations 


Once an automation has been created, it is possible to duplicate the automation. 

From the Manage subsection of the automations modal, select the options menu (three dots) and choose Duplicate from the dropdown. 

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The Create automation modal will open allowing you to add additional projects and updates to the automation. 

Click Create once you have updated the automation to save your changes and create the duplicate automation. 

For more information, see: Managing Automations