Status change automation recipes are an amazing tool! They allow you to use a status change to trigger an action. The action could be changing a date, notifying your team, moving an item between groups or boards, or even changing to a different status column.
No matter which action you choose, these recipes automate your workflow and reduce the manual actions you need to take to stay on top of your work.
How to set up automation
To add the relevant state change recipe to your workflow, you must first visit our Automation Store. You can access the store by clicking the “Automate” button at the top of your board:
There you can choose from our various recipes and configure the state change automation that supports your workflow:
[note_box]
Tip: When choosing an automation recipe, it’s important to check how it fits into the rest of your processes. Sometimes a small change can save a lot of time!
[/note_box]
Supported columns
Now, state change recipes can make changes to the following:
- date
- Timeline
- status
- people
- Time tracking
- time
- Share updates
- Numbers
Our team is exploring adding flexibility with additional column types such as mirror and lumber columns. Stay tuned for these developments.
Use cases
1. When the situation changes to something, create a new board and notify someone.
This is a useful recipe for building a complex workflow. For example, if you create a high-level board where you manage deals and each deal leads to a new project, this recipe will allow you to use a template to automatically create a new board when the deal closes. Whenever a status changes to match your criteria (for example, when the status is “Deal Closed”), a new board will be created from the template you selected.
To use this recipe properly, you must first create your template. You can then select the template when you create the recipe. For example, I selected the template I named “Project Template”:
2. When the situation changes to something, start tracking time. When it changes to something else, stop.
If you have employees on your team who work hourly, this can be a great way to track their time. In the following example, the recipe says “When the status changes to On the Clock, start tracking time. When it changes to Off the Clock, stop.”
3. When the situation changes, push the due date back a few days.
We often see this recipe used when a status change indicates that a date on a board needs to change. For example, if you have a board that schedules meetings. If the meeting label changes to postponed, the meeting date needs to be pushed back 5 days. With this recipe, you can make the change automatically.
In this recipe, you can push the due dates by days, weeks, or months based on a simple state change:
4. When a number is higher than a certain value, change the state to something. And also when the state changes to something, notify someone.
This is a great combination to use for inventory management. For example, you could set a status label that says “Stock Low.” Then, you could change the recipe to say “When a number is less than a value” instead of “More than.” When the quantity in the number column drops below the set value, the label will change to “Stock Low.”
A “low inventory” label will then trigger an alert to the person managing the inventory, letting them know they need to purchase more.
5. When a person is appointed, change status
This automation is a great way to update your board via the status column to indicate when someone is assigned to an item. From the Automation Hub, you can create the following recipe:
[note_box]
Note: When setting up automation based on state changes, it’s important to make sure the states are defined in a way that’s clear and understandable to your team. This will avoid confusion and ensure that the automation works properly.
[/note_box]
Customized recipes
If you can’t find the recipe you’re looking for in the State Change section of the Automation Store, check out our custom automations. With this tool, you can build a variety of recipes for a variety of uses.
If you have any questions, please contact our team here . We are available 24/7 and will be happy to help.
