Triggers and Actions are the two key parts of an Automation. Triggers start the Automation and result in an Action. Actions are the changes you want to automate.
Conditions are an optional part of Automations that add more precision and control.
Learn how to use Triggers to create Automations that will save you clicks!
What you'll need
- The Workspace admin or owner must enable the Automation ClickApp.
- Guests can't set up Automations.
- The number of total active Automations that you can have in your Workspace depends on your plan:
- Free Forever: 50 total active Automations.
- Unlimited: 500 total active Automations.
- Business and above: Unlimited total active Automations.
- The number of Actions that can be completed per month depends on your plan:
- Free Forever: 100 Actions/month.
- Unlimited: 1,000 Actions/month.
- Business: 10,000 Actions/Month.
- Business Plus: 25,000 Actions/month.
- Enterprise: 250,000 Actions/month.
- Action limits reset on the first of every month (PST).
- Usage alert emails are sent to owners and admins of Workspaces when an Automations usage is at 90% and when usage is over 100%.
- Business Plus and Enterprise Plans can purchase more Automation Actions.
- Webhook actions and Automation integrations are available for Business Plans and above.
How Triggers work
Triggers start Automations. They can apply to tasks, subtasks, or both in a specific Space, Folder, or List.
You can add Conditions to your Triggers to filter which tasks will start your Automation. All Conditions must be set on tasks before they will trigger Automations.
If you have multiple Automations with the same Trigger, they will fire at the same time
Triggers for tasks or subtasks
By default, Automations will be triggered by both tasks and subtasks. You can also choose to trigger your Automations to be triggered only by tasks, or only by subtasks.
When Automations are triggered by subtasks, they'll also be triggered by nested subtasks.
The Action to Create a subtask will only work if the subtask that triggers the Automation isn't the lowest subtask.
For example: if you use 7 levels of nested subtasks and a subtask nested under 6 other tasks meets the Trigger and Conditions, the Automation will not create a subtask.
When a subtask or nested subtask triggers the Move to List Action, the top-level parent task and all subtasks and nested subtasks will be moved.
The following table lists the available Automation Triggers.
Automations triggered by dates use the timezone that's set for the person who created the Automation. If the date doesn't have a time, the Automation will trigger at 4 a.m. local time.
|Assignee added||When an assignee on a task is added, an Action will take place||When an assignee is added to: Choose anyone who has access to the List|
|When an assignee on a task is removed, an Action will take place||When an assignee is removed to: Choose anyone who has access to the List|
Comment is added
|When a new comment is added to a task, an Action will take place.|
|Custom Field changes||
When the related change happens on a Custom Field, an Action will take place. Optionally, limit to only trigger if it is coming from or changing to a certain value
Custom Field changes that occur when a template is applied won't trigger any Automations.
When a Custom Field changes from: Select from the options for the Custom Field selected.
Open the Advanced settings if you'd like the Automation to apply to newly created tasks, updates to existing tasks, or both.
|Checklists resolved||When all the checklists are resolved on a task, an Action will take place|
|Due date arrives||When a due date arrives, an Action will take place
Automations with this Trigger will fire at 4 a.m. local time on the due date.
|Due date changes||When a due date changes, an Action will take place|
|Existing task or subtask is added to this location||When an existing task or subtask is added to a specific location, an Action will take place|
|Priority changes||When a Priority changes on a task, an Action will take place. Optionally, limit to only trigger if it is coming from or changing to a certain Priority||When a priority changes from: Choose from any Priority level, including no Priority|
|Move to this List||When a task is moved to the List you are automating, an Action will take place|
|Start date arrives||When a start date arrives on a task, an Action will take place|
|Start date changes||When a start date changes, an Action will take place|
When a status changes on a task, an Action will take place. Optionally limit to only trigger if it is coming from or changing to a certain status. To specify individual statuses, click the caret icon to the right of its status group.
When a status changes from: Choose from any active, done, or closed status in your List
To: Choose from any active, done, or closed status in your List
|Subtasks resolved||When all the subtasks are resolved on a task, an Action will take place|
When any of the selected tags are added to a task, an Action will take place
To require two or more tags to trigger an Automation, you can combine this Trigger with Conditions.
The tags must be applied to tasks in order. Tags in the Condition must be applied to tasks before the tags set in this Trigger.
|Tags removed||When any of the selected tags are removed from a task, an Action will take place||
|Task or subtask created||When a task or subtask is created in the List, an Action will take place||
By default, any task or subtask created will trigger the Automation. Use the checkboxes to filter for tasks that were created in specific ways.
|Task or subtask linked||When a task or subtask is linked in the List, an Action will take place||
|Time tracked||When time is tracked by a specific person in a task, an Action will take place.||
User: Choose anyone who has access to the List
|Task or subtask unblocked||When a task or subtask is unblocked, an Action will take place||