✔ Legacy feature available on some Teamwork.com accounts

What
Create (Board view) triggers to automatically update tasks' properties when task cards are moved to particular columns.
📣 PSA: We've made something even better than Board triggers. Check out automations.
Why
  • Save time by automating steps in your workflow. You don't need to remember to update key details as tasks move through the board columns. Teamwork.com can do that for you!
  • Streamline communication by using notify triggers when tasks move to a key phase (i.e. column).
Who
  • Site admins and project admins can create & manage board columns and triggers.
When
You use Board view to manage your work schedule, with columns for each key phase of your process and cards for each piece of work. You want to automate the process of updating key task details as work moves through these phases.
What
Create (Board view) triggers to automatically update tasks' properties when task cards are moved to particular columns.
Why
  • Save time by automating steps in your workflow. You don't need to remember to update key details as tasks move through the board columns. Teamwork.com can do that for you!
  • Streamline communication by using notify triggers when tasks move to a key phase (i.e. column).
Who
  • Site admins and project admins can create & manage board columns and triggers.
When
You use Board view to manage your work schedule, with columns for each key phase of your process and cards for each piece of work. You want to automate the process of updating key task details as work moves through these phases.

Before you start

  • Triggers are specific to individual columns in the board, so you'll need to create some columns first.
  • Triggers are a legacy Board view feature, available on some Teamwork.com accounts.

Board view triggers

Set any of the following supported triggers on Board view columns. You can apply multiple triggers on each column, but each trigger type can only be used once per column.

Add subtasks
Add subtasks to a task when the task moves to a column. You can set a custom group of subtasks or apply subtasks from a task list template.
Modify properties
  • Priority - set a specific priority level (none, low, medium, or high) on a task when it is moved to a column.
  • Progress - update a task's progress % when the task is moved to a column.
  • Notify assignees - email a task's assignees when the task is moved to a column.
Modify assignees
  • Replace assignees - choose new assignees for a task.
  • Add/remove assignees - add additional assignees or remove individual assignees.
Auto complete
Automatically complete tasks moved to a column and choose who should be marked as the completer of the task:
  • User moving the card
  • Current task assignee
  • Choose from other users on the project
Modify dates
Update tasks' start and end dates. You can update one or both! For either the start or end date, you can choose:
  • Don't change - leave the date as it is. Use this if you only want to update the other date.
  • Remove date - set the date as 'no date.' Some tasks inherit dates which can't be removed.
  • Push date - add a number of days to the original date. If there's no due date, the new date is the date the card moved into the column plus the specified number of push days.
  • Current day - set the date to the date the card is moved.
  • Current day + 1...+14 - set the date to a number of days after the date the card is moved.
Modify tags
  • Set specific tags - replace any existing tags with one or more new tags.
  • Add tags - apply new tags (and keep any existing tags).
  • Remove tags - remove specific tags (if currently applied).
Modify estimated time
  • Set - set a new estimated time total for the task.
  • Increase - increase the estimated time by a certain amount.
  • Reduce - decrease the estimated time by a certain amount.
Auto archive completed cards
Archive any completed tasks in the column. This moves the cards out of the column to an Archived area.
Modify task list
Move tasks to a specified task list when they are moved to a column.
📝 This trigger overrides the default task list setting.
Send custom notification
Send a custom notification when tasks are moved to a column. Choose to notify:
  • Task assignees
  • Change followers
  • Comment followers
  • Specific people
Add subtasks
Add subtasks to a task when the task moves to a column. You can set a custom group of subtasks or apply subtasks from a task list template.
Modify properties
  • Priority - set a specific priority level (none, low, medium, or high) on a task when it is moved to a column.
  • Progress - update a task's progress % when the task is moved to a column.
  • Notify assignees - email a task's assignees when the task is moved to a column.
Modify assignees
  • Replace assignees - choose new assignees for a task.
  • Add/remove assignees - add additional assignees or remove individual assignees.
Auto complete
Automatically complete tasks moved to a column and choose who should be marked as the completer of the task:
  • User moving the card
  • Current task assignee
  • Choose from other users on the project
Modify dates
Update tasks' start and end dates. You can update one or both! For either the start or end date, you can choose:
  • Don't change - leave the date as it is. Use this if you only want to update the other date.
  • Remove date - set the date as 'no date.' Some tasks inherit dates which can't be removed.
  • Push date - add a number of days to the original date. If there's no due date, the new date is the date the card moved into the column plus the specified number of push days.
  • Current day - set the date to the date the card is moved.
  • Current day + 1...+14 - set the date to a number of days after the date the card is moved.
Modify tags
  • Set specific tags - replace any existing tags with one or more new tags.
  • Add tags - apply new tags (and keep any existing tags).
  • Remove tags - remove specific tags (if currently applied).
Modify estimated time
  • Set - set a new estimated time total for the task.
  • Increase - increase the estimated time by a certain amount.
  • Reduce - decrease the estimated time by a certain amount.
Auto archive completed cards
Archive any completed tasks in the column. This moves the cards out of the column to an Archived area.
Modify task list
Move tasks to a specified task list when they are moved to a column.
📝 This trigger overrides the default task list setting.
Send custom notification
Send a custom notification when tasks are moved to a column. Choose to notify:
  • Task assignees
  • Change followers
  • Comment followers
  • Specific people

💡 Want to see which triggers a column already has? Columns with active triggers have a trigger icon at the bottom. Hover over the icon to see which ones are set up.





Edit or delete a trigger

You can edit and delete existing triggers from column settings.

  1. Click Jump to in Teamwork.com's left navigation menu.
  2. Search for and select a project.
  3. Switch to the Board view. The Board tab might be hidden under the More... section.
  4. Click the trigger icon at the bottom of a board column. This is only visible on columns with active triggers.
     
     
     
  5. Go to the Triggers section at the top of the column settings panel.
  6. Hover over an existing trigger to reveal the manage options.
    1. Edit - update the trigger's conditions:
      1. Click the pencil icon to open the trigger details.
      2. Update the conditions associated with the selected trigger type. These differ for each trigger type.
      3. Click Update Trigger.
    2. Delete - delete the trigger from the column:
      1. Click the X option. The trigger is immediately removed.
         

         
  7. Click Update to return to the Board view.

Elevate

  • Automate: Take your automated workflows to the next level by switching over to Teamwork.com's Automations feature.
    • Create more sophisticated automation flows by adding multiple actions to a trigger event. 
      💡 Need some ideas? Set an automation on your "Completed" column with actions to Complete task and Add comment. Task cards moved here are automatically completed and the custom comment is posted to the task.
  • Templatize: Save time by creating automations on project templates. That way, projects launched from the template automatically have those automations added.