How to use Automation Flows in the Tasks function

With this feature, it is possible to automate movements, update assignees, control deadlines, create subtasks and standardize internal processes.

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How to access the Automation Flow

You can access it in two ways:

Menu >> Relate >> Automation Flow

or

Type Automation Flow in the field Find services.

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How to access the Tasks function

You can access tasks in three ways:

• By the green icon (✔) in the upper right corner of the platform

• Menu >> General >> Tasks

• Typing Tasks in the field Find services

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Triggers available for Tasks

Triggers define when the flow will be started.

The task's stage is updated

Fires when the task is moved to another stage or board.

A task field is updated

Fires when any task information is changed (assignee, deadline, type, description, among others).

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Conditions available

Conditions allow the flow to run only if certain rules are met.

You can use:

• The task is in the stage

• The value of the task field is

• The task type is

• The task assignee is

• The task participants are

• The task watchers are

• The task's time to live is

• The time the task has been in the current stage is

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Available Field Values

• Start date

• Due date

• Creation date

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Actions available

After defining trigger and conditions, you can configure the following actions:

Create task

Automatically creates a new task.

Complete task

Marks the task as completed.

Update task deadline

Automatically changes the due date.

Add comment to task

Adds an automatic note to the task.

Update task description

Edits the task description.

Change task stage/board

Moves the task to another stage.

Change task type

Modifies the task type.

Change task assignee

Resets the user responsible.

Change task participants

Adds or removes participants.

Create subtask

Creates a subtask linked to the main task.

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Practical automation examples

Example 1 – SLA control

Trigger: A task field is updated Condition: The time the task has been in the current stage is greater than 2 days Action:

• Add comment

• Change assignee to manager

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Example 2 – Move to Completed

Trigger: The task's stage is updated Condition: The task is in the "Completed" stage Action:

• Complete task

• Create follow-up subtask

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Example 3 – Automatic deadline adjustment

Trigger: The task's stage is updated Condition: The task type is "Commercial" Action:

• Update task deadline (+2 days)

• Add automatic comment

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Best practices

• Use conditions to avoid unnecessary executions

• Always set an assignee for automatically created tasks

• Standardize task names and types

• Test the flow before applying it at scale

• Avoid creating multiple flows with the same purpose