Automations

Using Automations

Automations let you automatically react to changes in your project — for example, when a task's status changes — by sending an email, calling a webhook, posting to Slack, or updating an ERP system. This is different from Workflows (the WIP → Shared → Published file approval process) — see that guide if you're looking for file approvals instead.

1. Accessing Automations

1. Navigate to Automations:

• In the left-side menu, under Site Intelligence, click Automations.

2. Creating an Automation

1. Start a New Automation:

• Click the button to create a new automation workflow. 2. Define the Trigger:
• Choose which task(s) or task status changes (e.g., Opened, In Progress, Completed) should trigger the automation. You can build the trigger using rules, a manual selection, or start from a template. 3. Choose the Action:
• Select what happens when the trigger fires: Send Email, Webhook, Post to Slack, or Update ERP. 4. Set Recipients:
• For email and Slack actions, choose which team members should receive the notification.

3. Managing Automations

• Search and Filter: find existing automations by name, or filter by Active/Paused status.
• Toggle On/Off: pause an automation without deleting it.
• Edit or Delete: open an automation to change its trigger/action, or remove it entirely.
• Timeline View: use the Gantt-style trigger view to see automation triggers laid out over time.

4. Scheduled Reports

• In addition to event-triggered automations, you can schedule recurring reports to be generated and sent to selected recipients on a regular cadence.

5. Best Practices

• Start Narrow: automate one well-understood trigger at a time before building out more complex rule sets.
• Review Recipients: keep the recipient list for each automation up to date as your team changes.
• Use Templates: start from a template when available to avoid rebuilding common automation patterns from scratch.