Tasks automation rules

An automation rule is a sequence of actions that is automatically done when a task moves to a specified stage. With automation rules, you can speed up your company work, improve employee efficiency, and organize large tasks and projects.

This tool is available only for the Professional plan users. Read more information on the pricing page.

Configure automation rules in Tasks

To configure automation rules, open a special tab in the Tasks and Projects section.

Automation rules can be configured for Projects, My Plan mode, and Task Statuses.

Let's create an automation rule that will send a message to the responsible person in Feed that the task in the project will soon be overdue.

Then add the Almost Overdue trigger so that the task will automatically move to the right stage.

Trigger - is a specific action or situation, such as an overdue task. As soon as this situation happens, the task moves to the right stage. The configured automation rule is triggered.

Description of task triggers

Status changed – as soon as the task moves to the specified status, for example, starts to run, the trigger will move it to the desired stage.

Almost overdue – the trigger will work when the task has 24 hours left until the deadline and has not been completed.

Overdue – trigger for those who do not like following task deadlines.

As soon as the task gets to this stage, the automation rule is triggered with the Message to Feed action. When the task has 24 hours left until the deadline, the employee will get a notification.

Automation rules actions in tasks

For employee

Task – the rule creates a new task. It is convenient to automate the execution of work. For example, as soon as a manager completes the task of replenishing the database of leads and contacts, he/she is automatically assigned with the task of conducting an advertising campaign.

Edit variable – you can use the automation rule to change a particular variable and specify a constant value for it, another variable, or the value of a field from the task. If you want to specify a random value, select the Custom value option.

Edit task – the rule edits the task, e.g. changes name, deadline, etc.

Edit list item – the automation rule changes the fields in the specified list item.

Employee information – the automation rule allows you to substitute information about the employee in the task. Once you create the automation rule Employee information, other rules will allow you to select data about the employee and substitute them in the document or task.

Math operations – the automation rule changes the variable, but writes the result of a mathematical operation to the value. Four basic mathematical operations are available: addition, subtraction, multiplication, and division.

Send email – sends a letter to the specified email.

Generate code – the automation rule generates an alphabetical code - a line of numbers, letters, etc. of the desired length. For example, you can use it as a pin code, send it by SMS or mail to an employee.

Change responsible person – specify a new task performer and the automation rule will change it.

Change stage – the automation rule moves the task to another stage.

Change status – the automation rule changes the task status.

Create list item – the automation rule creates a new list item.

Add message to Feed – the automation rule sends a message to the Feed to the specified employees.

Notification – the automation rule sends a notification via messenger.

Delete task – the automation rule deletes the current task.

Read task fields – the automation rule reads task fields. After you create it, other automation rules will be able to select data from the field and paste it into a document or a task.

Read task fields – the automation rule reads the item and its data.

Custom automation rules

WebHook – using Webhooks, Bitrix24 can connect with third-party services. To set the rule, enter the address of the handler and the required parameters.

Read more in the article Webhooks.

Bitrix24.Market – you can download automation rules from the Marketplace.

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