Within Teamwork, automations can be impacted by a variety of permission and user-based conditions.
- Owner company site administrators can create automations for any project(s) and edit or delete any existing automation.
- Owner company project administrators can edit and delete any automations on projects where they are an admin.
- Note: If multiple projects are associated with an automation, only the creator or owner company site admins can edit or delete it.
- Owner company standard users can view existing automations for projects where they are a member.
- They can create automations for projects where they are a member and can edit or delete automations they created.
- Note: They must be a member of all projects chosen for the automation.
- Client users and collaborators cannot access the automation center.
- They can cause automations to run if they perform actions on a project that are referenced in existing automations for the project.
- Observers cannot view or create automations for the project.
Automations do not run on tasks with specific privacy applied.
All users with access to automations have the ability to duplicate any automation. This feature can be used to:
- Apply the same automation to a different project
- Revise a failing automation
- Create an automation matching the setup of an existing one whose creator has been deactivated or removed from a project.
An automation's ability to run successfully is dependent on the creator's project permissions, e.g. an action to copy a task requires permission to add tasks.
If an automation fails 3 times in a row due to permission issues, it will be deactivated and an email will be sent to the automation creator. This email will contain a link to view the automation.
- The owner will not be emailed again until the automation has been updated, activated and successfully run at least once before failing 3 times again.
Once you have addressed the issues causing an automation to fail, you will need to manually activate the automation for it to run again. Previous deactivated alerts will be removed from an automation card once it is reactivated
Automations will only ever be deactivated if they fail to run 3 times in a row. There are several scenarios that could result in a deactivation of an automation:
1. Creator has since been removed from at least one of the projects being used. Solutions include:
- Owner company site admin adds the creator as a member of all the automation's associated projects.
- Owner company site admin or project admin duplicates the automation and becomes the new creator.
- If the new creator is a project admin, ensure they are a member of all projects associated with the automation.
2. Creator has since been removed from the Teamwork site. Solutions include:
- Restoring the user back to the account and to the projects contained within the automation.
- Duplicating the automation - to avoid permissions violations, it is recommended that a project admin or site admin duplicate automations.
- Creating a new automation from scratch.
3. Creator no longer has sufficient permissions to make the changes outlined in the automation.
- Project permissions which affect automations running:
- View Estimated Time - affects any trigger or action involving viewing or adding estimated time.
- View Time Log - affects any trigger or action involving logged time.
- Add Tasks - affects any action to add or copy a task.
- Can Edit All Tasks - impacts any automation affecting tasks assigned to someone other than the automation creator.
- If the automation creator does not have permission to edit all tasks on the selected project(s), they will only be able to edit tasks assigned to them or anyone via the automation.
- User permissions which affect automations running:
- User is a collaborator or a client user for the Teamwork account.
4. An assignee specified in the automation does not have access to the project or item. Solutions include:
- Adding the assignees as a member of all projects involved in the automation.
- Excluding projects where the assignees are not members from the automation.
- Removing the affected assignee(s) from the automation.
5. The target project or task list has since been deleted or marked as private. Solutions include:
6. The automation is stuck in a loop which happen when items are made dependent on one another.
- If the trigger of one automation is dependent on the action in a sequence or another automation, the automation will be deactivated. Solutions include:
- Deleting the automation causing the dependency loop.
- Changing the automation setup to avoid dependency loops.
For more information, see: Creating Custom Automations