✔ Available
on all subscriptions
| What | Create
Teamwork.com-to-Teamwork.com
automations to
automatically perform actions when
certain task events (i.e.
triggers) occur. |
| Why |
|
| Who |
|
| When | Any time there's manual work
that a trigger/action exists
for. If Teamwork.com can do
it,
why not make things easier and
save time? Examples:
|
| What | Create
Teamwork.com-to-Teamwork.com
automations to
automatically perform actions when
certain task events (i.e.
triggers) occur. |
| Why |
|
| Who |
|
| When | Any time there's manual work
that a trigger/action exists
for. If Teamwork.com can do
it,
why not make things easier and
save time? Examples:
|
Before you
start
The successful execution of
an automation depends on the
creator's permissions on
the automation's
associated projects. For example,
time-based automations require the
creator to have permission to view
estimated time and view
time log on the selected
projects in order to run
successfully.
Usage
limits
Each automation has to have a trigger
and (at least one) action. Then each
time a trigger event occurs, the
automation runs. The number of times
automations can run (aka be performed)
depends on
your subscription type.
| Teamwork.com
plan | Automation
runs per
month | Actions per
automation |
|---|---|---|
| Free Forever (&
legacy) | 100 | 1 action per
automation |
| Starter | 1,000 | 1 action per
automation |
| Deliver (& Pro) | 5,000 | Multiple actions per
automation |
| Grow (& Premium) | 20,000 | Multiple actions per
automation |
| Scale (&
Enterprise) | 100,000 | Multiple actions per
automation |
| Teamwork.com
plan | Automation
runs per
month | Actions per
automation |
|---|---|---|
| Free Forever &
legacy | 100 | 1 action per
automation |
| Starter | 1,000 | 1 action per
automation |
| Deliver (& Pro) | 5,000 | Multiple actions per
automation |
| Grow (& Premium) | 20,000 | Multiple actions per
automation |
| Scale (&
Enterprise) | 100,000 | Multiple actions per
automation |
💡 View your
usage from
the Usage tab of the
automations builder.
Automation flow
The automations feature provides
a
variety of trigger options you can
use to
initiate certain
actions. In addition to the basic
trigger/action relationship, you can also set
additional trigger conditions to make your
automation even more specific.
Trigger
event > additional
condition(s)
(optional) > action
event(s)
When trigger event
happens >
and
these additional conditions are
true >
perform these
actions
Examples
| Trigger (when this happens) | Condition(s) (and these conditions are true) | Action(s) (perform these actions) |
|---|---|---|
| Start date arrives | Priority is set to
medium | Notify task assignees |
| Task is completed | no conditions | Move task to "Done"
column |
| Due date arrives | Progress is set
to
90% and Priority is set
to high | Move task to
"Review"
column and Notify "Marketing" team |
| Trigger (when this happens) | Condition(s) (and these conditions are true) | Action(s) (perform these actions) |
|---|---|---|
| Start date arrives | Priority is set to
medium | Notify task assignees |
| Task is completed | no conditions | Move task to "Done"
column |
| Due date arrives | Progress is set
to
90% and Priority is set
to high | Move task to
"Review"
column and Notify "Marketing" team |
- Click Jump to in Teamwork.com's main navigation menu.
- Search for and select a project.
- Select Automate from the project's main navigation menu to open the automations builder.
- Click Custom Automation. Alternatively, you can choose a pre-defined template.
- Go to the When section and select an option from the Trigger dropdown. This is the event that'll prompt the corresponding action(s) to occur. In this example, we're using "task added."
- Use property fields to
refine the trigger
criteria. Options vary depending
on the trigger you select. Here, we're
using task added via forms.
- Choose which project (or projects)
the trigger should pay attention
to (i.e. only trigger events in
these projects will activate the
automation). By default,
only the
current project is
selected.
- Click + add condition below the When section to refine your trigger with additional criteria. This is optional — skip to step 9 if the main trigger is sufficient.📝 Only one project can be selected when using the task list condition.📝 Conditions cannot be set when using the comment added trigger.
- From the Then section, select an option from the Action dropdown. This is the action that'll happen when the associated trigger event occurs.📝 Notify and assignee actions only run successfully if the selected users are members of the associated projects.📝 The change tags action only displays project-specific tags when a single project is set for the trigger.
- Use fields to refine the action event. In this example, we're setting priority to high and adding a comment.💡 You can combine static text with dynamic text fields to customize certain content fields such as comments, messages, and task name or description.
- Click the Active toggle.
- Next:
- Stop there: Click Create to complete the automation setup.
- Keep going: Add additional details (options outlined below), then click Create.
- Add condition: Set one or multiple conditions (under the trigger) that must be met before the action(s) are performed.
- Add action: Set additional actions to be carried out when the automation runs.
- Add description: Set a custom description for the automation.
The automation
is
created and listed in
the Manage
Automations tab
of the automations builder
where you can edit,
delete, or
manage the automation's
active
status.
Date and time
triggers
You can create automations based on
tasks' dates, estimated time, or logged
time to help you prioritize and sequence
tasks efficiently.
📝 Automations
based on task dates or estimated/logged
time run on the automation creator's
time zone.
Example: An automation is
set to notify
task assignees when the task's due date
arrives (at 9AM). The creator's timezone
is New York City
(EST), therefore assignees are
notified at 9AM EST on the due date.
For time-based automations to
run successfully, the creator must have
the following permissions on the
associated projects:
- View
estimated time
- View time
log
Duplicate an
automation
Don't want to start from scratch? Create
an automation by duplicating an existing
one with similar criteria.
- Click Jump
to in Teamwork.com's
main navigation menu.
- Search for and
select a
project.
- Select Automate from
the project's main
navigation menu to open the
automations builder.
- Select the Manage tab.
- Scroll to the relevant automation and
click the ... (ellipsis)
on the right-hand side.
- Select Duplicate from the dropdown.
- Adjust any of the automation's existing trigger or action criteria. These are populated automatically with the original automation's settings.
- Click Create to save
the new automation.
Best
practices
- Efficiency: Save yourself manual work (and guarantee something gets done) by creating automations to run on multiple projects.
- Prioritization: Leverage
priority and due date triggers in
automations to keep track of
time-sensitive work.
- Time management: Use logged vs. estimated time triggers to monitor resources.
Elevate
- Automate in templates: Set up automations directly in project templates so that they're populated by default in each project created from the template. Automate your workflows once and reap the benefits many times over.
- Automate in forms: Set up automations to take key actions when tasks are created via form submissions. Ex. Update the task's details, log time, notify users.
- Integrate: Take your automated
workflows even further by creating
automations between Teamwork.com and
supported integrations (subscription
dependent):