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Introduction
What automations are for
Forget those repetitive commands that you have to do manually, task by task. Now you can leave actions programmed to be executed automatically in the system in the Automation Center.
Automations allow rules to be added to each board in the account and help ensure that the teams' workflow runs more efficiently.
You can generate, for example, an automation to allocate people to tasks automatically - this way you ensure that those involved are always added to tasks.
It's important to note that automations are created per board, and only the tasks allocated to this space will be modified by the automations.
To access the automation center, click on the Automations button, located at the top of the screen, with the lightning bolt symbol - in the example below, the number that appears inside the button indicates that there are currently 3 active automations on this board:
To program an automation in a board, you need to set the Event and Action settings.
Event: indicates an action that will take place on the board and will create a trigger for the automation to happen. Example: when the task enters the stage.
Action: defines what automated action should take place when the above event occurs. Example: then allocate users to the task.
Check out who can manage board automations below.
Who can create, edit or delete
All users can see which automations are registered on the board, but only board editors can create, edit or delete them.
When a user is not authorized to edit automations, the features become unavailable, as in the image below. Users can only view the status of the automation (active, error or inactive).
The board editors have a view of all the fields:
Tip: If you are the editor of the board and want to add other editors, click on the gear symbol to access the board settings. In the Board visibility > Participants, include the names of the users and check the Editor option, as in the example below:
For more information on this topic, read the article User Permissions.
Counting automations
In the field shown in the image above you can see the sum of the number of actions performed each month on all the boards in your Runrun.it account.
Currently, in the Beta version, this number is unlimited - in the future this feature may have limits depending on the plan contracted.
The count is made per action, so the same automation that allocates 20 users will count as 20 actions executed.
The action will always try to be executed, which is why it will be counted in the sum, even when it is impossible to complete it, whether due to permission issues or system rules.
To make it more clear, let's take an example with an image of a task in which the automation could not be completed - to see the system's comments on the task, click on the icon with the robot, as shown in the image below:
For example: an automation couldn't allocate the user, as he was already allocated to the task, and for this reason the automation couldn't be completed. The system tried to process (and so the action was counted in the sum), but it couldn't be completed.
Important: Business and Enterprise accounts are able to use all the features available and to be released in the future. Free accounts can only access the resource for allocating people.
Automation center
How to view board automations
Click on the Automations button to access the control panel. When the board has no automation registered, you will see the screen below, and to create it click on New automation:
At the top, in the right-hand corner, there are three features to help you use the automations:
1. Give your opinion: send our team your feedback on Runrun.it's automations.
2. Check the article: quickly access this content whenever you want to check out some information.
3. Number of actions performed: in this field you will find the number of actions performed each month on all your company's boards. Once the automations have been added, the switchboard view will be organized as follows: active, error and inactive automations.
Once the automations have been added, the control panel view will be organized as follows: active, error and inactive automations. The order of execution will always be from the oldest automation to the newest. The sorting in each status will show the most recently created automations in the top positions. The order of execution will always be from the oldest automation to the newest.
1. Active: automations created and running on the board.
2. Error: automations that are not working because some parameter needs to be adjusted.
3 . Inactive: automations that have been registered but have been disabled and are not running on the board.
4. Enable/Disable automation: use this button to enable or disable automation on the board.
5. Delete: use this feature if you want to permanently delete the selected automation - this action cannot be undone.
How to create
A board editor can create an automation in just a few steps:
Step 1: click on New automation.
Step 2: first choose the Event parameter
Step 3: then select the parameter you want under Action. In the example above we have the following settings: When add tag “In progress” to the event (Event), then allocate user Alaor to the task (Action).
Step 4: Once everything is correct, click on Create automation to save and register the new automation on the board (when it is up and running, it will appear in the automation center list with the status Active).
It is important to note that the automation does not act retroactively on the board - it will be applied as a rule to future tasks from the date the automation is activated.
Editing
To modify an automation that has already been created, locate the item you want to change in the list of the control panel and click on it. At the end of the scroll, you can see the dates and names of the person who created the automation and the user who made the last adjustment to it.
It is important to note that the order in which the settings are chosen is always Event first, followed by Action. This way, when the event is changed, the action will be blank and must be configured again.
Make the necessary adjustments and click Save so that the updated automation is applied to the board - check out a quick example in the image below:
If you just want to enable or disable board automation, without deleting it from the list, check or uncheck the option as in the following example:
Deleting automations
To permanently delete the automation, click on the icon with the trash can symbol. Important: this action cannot be undone.
Automations
Conditions
Conditions help you specify which tasks the automations should run on by adding one or more conditions. This gives you the flexibility to automate your workflow in the best way.
Here are some examples of how to use conditions on a daily basis:
- Divide tasks among the team by adding the condition customers.
- Tags can also be used as a condition to allocate people or request approval for tasks.
All the conditions that already exist when creating filters and metrics will also be available in the automation configuration.
Combinations: Events + Actions
Below is a table with all the possible combinations of events and actions - it's important to remember that when you select a stage, it can be opened or closed.
Examples of use
Check out some practical examples to make your day-to-day life easier:
Event | Action |
When the task enters into the "Inbox" stage | Then allocate users "Robert and Louise” in the task |
When the task leaves the “Inbox” stage | Then add “under development" tag to the task |
When add “for approval” tag to the task | Then request “Robert” for approval of task |
When remove “for approval” tag to the task | Mark task as urgent |
Enable task play | Move task from stage “In progress” |
Event possibilities
The first step in creating an automation is choosing the event.
As we mentioned before, the event indicates a manual action that will be performed on the task and which will serve as a trigger for the automation to take place. When the event happens, an action will be generated automatically.
You can currently choose from 9 events:
When the task enters the stage
In this option you can choose one or more stages, and only stages of the same type can be selected, which is to say only open stages or only closed stages.
When the task leaves the stage
In this event only the actions Move task from stage or board, Add tags to the task or Remove tags from the task can be combined. The automation will be triggered as soon as the task leaves the stages selected in the event.
When add tags to the task
This event triggers automation in two cases:
- when a tag is added to a task already created on the board;
- when a task is created with the tag already on that board - the task can be created via the 'new task' button, by repetition, cloned, via the project template or created via a form (any form of creation in fact).
Important: if a task is moved from one board to another and already has the tag, then it won't trigger automation.
When remove tags from the task
This event can be used when a specified tag is removed from one of the tasks on that board - in this case, the automation will be triggered.
When enable task play
This automation is very useful for combining the play event in the task with the action of moving the task from stage to stage. If the task is paused and played again, the automation will run again.
Let's take an example to make it clearer: people A and B are assigned to the task. When A plays the task, the automation will be triggered, and as long as A's play remains active, if B plays the task, the automation will not be triggered. The automation will only run again when they both pause and one of them activates play again.
If there are multiple users, only the play of the person who takes the task from paused or not started to working will trigger the automation. Even if the user is out of their working day and the smart time tracking configuration is active, if play is activated on the task, the automation will be triggered.
Important: only actions to change dates cannot be combined with this event, to avoid having to change the date every time play is activated.
When the task is overdue
Add an automation for when a task is overdue. You can mark it as urgent, allocate people, among other possibilities.
If the task exits the overdue state and re-enters, the automation will take place again. However, when the task is created late (desired delivery date already in the past), the automation will not run.
When request approval of task
Use this event to generate an automatic action for when approval is requested on the task. You can, for example, use this automation to move a stage or board, or to add a tag to the task.
If approval is requested again on the task, the automation will run again.
When the task has been approved
You can also combine the event for when the task is approved.
Important: the automation will run when the task itself is approved, not when only one of the approvers approves it.
You can, for example, move tasks between stages or boards, or add tags, among other things.
When the task has been disapproved
If the task is disapproved, you can also choose automations to be run (the same options are available as in the event when the task is approved). The automation will run when one of the approvers fails.
Important: every time the task enters an approval status (approved or disapproved) the corresponding automation will be run. This is because the task can be disapproved or it can be approved again - so the automation will always run in order to keep track of the approval process.
Possible actions
Send email
How to use it
Use this automation to send an e-mail message to people inside and outside your account.
How to create
Select the following settings:
Action: Send email
In the example above you can adjust the following items:
1. Sent by: this field is always filled in by default with the company name (as it is registered on the 'Company account' page). This field can be edited for a new desired ID. Emails sent via automation will show this text as the sender's name.
2. Sending email: this email address is set automatically and according to the company and automation that is sending it. It cannot be changed, and this 'no_reply' sender does not receive replies.
3. To: add in this field the people who should receive the automated e-mail. You can choose as recipients the people involved in the task to which the automation will be applied: the task creator, assignees, followers and/or external users. In addition, you can choose specific users or teams or enter emails from external people.
4. Cc and Bcc (Copy and hidden copy): just like regular email, you have the option of choosing whether to add people as a copy or hidden copy.
5. Email subject: define the subject that will appear in the email by typing a text and adding variables by clicking on the </> symbol. Choose from the following items: Allocated, Client, Creator, Creation date, Delivery date, Desired delivery date, Desired start date, Status, Current stage, Task ID, Company name, Points, Project, Board and Task type.
6. Message: write the message that should appear in the body of the e-mail. You can also type text and include variables in this field.
7. Display company logo at the head of email: if the user with the administrator profile has registered a logo on the Company Account page, it is possible to use it here, just check this item.
8. Display Runrun.it logo in the footer: Enterprise accounts can enable or disable the display of the Runrun.ir logo in the footer of the email.
9. Send test via email: after creating the email, send a test of the message to your email - a new window with the email address that will receive the test will be shown, and you can choose a task to serve as an example.
The footer of the email will identify the company that sent the email via Runrun.it. An unsubscribe button will also be available - if the person clicks on it, they will automatically stop receiving any automation emails from RR - they can start receiving emails again by clicking on the option next to unsubscribe, highlighted as Manage and clicking No.
Allocate users in the task
How to use it
Use this automation to automatically assign people to tasks.
Important: if the user does not have access to the type or project of the task, they will be allocated in the same way. They do not gain access to the project or type in question, only to the task.
How to create
Select the following settings:
Action: Then allocate users to the task
Select users: include the names of the users you want. Only users authorized to view this board will appear in this list.
Allocate users via task distribution (round robin)
How to use it
With this feature you can create a list of users to define a rotation in the allocation of people. This action will distribute tasks in sequence to the users on the list you define. Each new task affected by the event will be assigned to the next user on the list.
Important: if the user does not have access to the task type or project, they will be allocated in the same way. They do not gain access to the project or type in question, only to the task.
How to create
Select the following settings:
Action: Allocate users via task distribution (round robin)
Select users: include the names of the users you want. Only users authorized to view this board will appear in this list.
Remove assigned users from task
How to use it
In this action you can choose specific people to be removed from the task or select the option to remove everyone allocated.
By default, the deallocated user becomes a follower of the task and their time record is kept in the system.
Automation cannot be completed if a task has a sequence of assignees, has already been delivered or has no assignees.
How to create
Select the following settings:
Action: Then remove assignees from the task
Select users: include the names of the users you want.
Move task from stage or board
How to use it
Use this automation to move the task from stage to stage within the same board or to move the task to a stage in another board.
If the task is reopened or delivered by this automation, the subtasks linked to it will not be affected.
The task can be delivered or reopened with this new action, so if there are any restrictions on this, the automation will not be completed. If the task is reopened or delivered by this automation, the subtasks linked to it will not be affected.
How to create
Select the following settings:
Action: Then move task from stage or board
Select board and stage: indicate to which board and which stage the tasks should be forwarded.
Request approval of task
How to use it
Use this feature to request task approval from one or more users. Let's take an example: whenever a task enters the selected stage, the request is generated automatically.
You can also include more than one person, just like in the manual action. Select whether you want to forward the approval to the creator (internal user only), task followers and account-specific users - the selections accumulate.
When you request approval from a user, they will receive a notification both on Runrun.it and in their email.
How to create
Select the following settings:
Action: Then request approval of task
Select users: Include one or more users for this action - you can set the approval to be forwarded to the task creator, followers or choose specific users.
Add or remove tags from the task
How to use it
Use this automation to add or remove tags on tasks that enter or leave a specific stage.
How to create
Select the following settings:
Actions: Then add or remove tags from the task
Select tags: type in the tags you want to find in the list or create a new tag.
Change the desired delivery or start dates
How to use it
Use this automation to change the delivery date or the desired start date for the task. This feature is ideal for establishing an SLA (Service Level Agreement), for example: whenever a task enters the "Inbox" stage, the team will have a deadline of 15 days to deliver the task.
If you want, check the option Consider only working days, available in the actions to change start and desired delivery.
To activate this feature, all you have to do is create or edit an automation involving the change start or desired delivery action. By activating it, only working days will be taken into account when changing the date to days after the event has taken place. Working days include Monday to Friday, with the exception of holidays registered in the account.
Note: if the task already has a date, the time associated with the new date will be kept, and if the task has no date yet, the desired start time will be defaulted to 09:00 and with the desired delivery time set to 23:59.
How to create
Select the following settings:
Action: then change the desired delivery date of the task or change the desired start date of the task
Options: choose whether you want to change the date X calendar days after the event is executed, change to the date of the day the event is executed or remove the date from the task.
Mark or unmark task as urgent
How to use it
This feature is used to activate or deactivate the urgency marking on tasks.
How to create
Select the following parameters:
Action: Then mark or unmark task as urgent
Error messages
Automations can be blocked from running automatically and may show an error when a seeting is out of date or deleted.
The error in the automation will also be indicated by a warning icon next to the automations button, as in the following image:
In the list, click on the "Error" status to check which automations are missing a parameter, and click on the automation to check where the problem lies. There are currently four errors that can occur in the automation's event, action or conditions:
User not available: occurs when the only user involved in the automation has been deleted from their Runrun.it account. Click on the automation to change the user who should be involved in the automation, deactivate or delete the automation.
Stage not available: occurs when the only stage involved in the automation has been deleted. You can also adjust with a new stage, deactivate or delete the automation.
Tag not available: occurs when the tag is deleted from the account. You can add a new tag, deactivate or delete the automation.
Looping: looping can happen when the combined automations create an endless cycle: automation A generates B, B generates C, C generates D and D goes back to automation A.
The system identifies and blocks the last automation that is closing the loop to prevent this cycle from continuing. To correct the looping and prevent it from happening again, simply make adjustments to the event or action of the faulty automation itself or of the other automations that are part of this sequence.
How to use Forms + Automations
Forms help you centralize the creation of new tasks on company boards. In the settings you can define which board and stage the responses will be sent to, as well as adding tags to these tasks.
Use the same tags present on the forms to create board automations - in the example below we've added the tag "Human Resources" to generate the automation for allocating users to the task. In this way you ensure that every new task created via a form has people allocated automatically.
You can combine the "when to add or remove tags in the task" events with various available actions.
Final message
We have listed some articles below that may interest you. And you already know: if you have any questions, talk to us via chat or send an e-mail to help@runrun.it.
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