Automations and reminders
Rules that move, assign, comment on and remind about tasks for you: “When a task is completed, move it to Done”.
An automation is a rule for one project: When something happens to a task, and (optionally) the task matches some conditions, then JinkoUp does one or more things for you.
Create an automation
- 1Open a project and click Automations (the lightning icon) in the project header.
- 2Pick a recipe to start from, or click New automation.
- 3Choose the trigger after When, add conditions with Add condition, and the actions after Then. The sentence underneath shows what the rule will do.
- 4Optionally give it a name, then click Create automation. It's switched on straight away.
Triggers
| When… | Notes |
|---|---|
| a task is created | In this project, from any place: the app, Slack, Teams, email, the API or an AI assistant. |
| a task is moved to a stage | A specific stage, or any stage. |
| a task is completed / reopened | |
| a task is assigned to | Anyone, or a specific person. |
| the due date changes | |
| the priority changes to | Any priority, or a specific one. |
| a dropdown field changes | A dropdown custom field changes to any option, or to a specific option. |
| a comment is added | |
| a task is due in N days / due today / overdue by N days | Reminders. Checked once a day, in the morning (08:00 UTC). Completed tasks are skipped, and each task gets each reminder only once that day. |
Conditions
Conditions narrow a rule down. All of them must match: priority is, assignee is (or unassigned), has label, stage is, and dropdown field is.
Actions
- Move it to a stage.
- Set priority (or clear it).
- Assign it to a person, to the person who made the change, or to nobody.
- Set the due date a number of days from today.
- Mark it complete.
- Add a label.
- Add a comment.
- Notify the assignee, the project members (the owner and the people the project is shared with) or a specific person. They get it in their Inbox, by email and on their phone when those are set up.
- Post to Slack, in the project's Slack channel, when the project is connected to one. See Slack.
In comments and messages you can write {task}, {assignee}, {due}, {project} and {actor} (the person who made the change). For example: Thanks {assignee} for finishing {task}!
Recipes
Recipes are ready-made rules, such as Remind the assignee 1 day before the due date, When a task is overdue, notify the assignee or When a task is completed, move it to Done. Clicking one opens it in the editor so you can adjust it before saving.
Good to know
- Automations act as the person who created them: their name appears in the task's activity and on comments the rule adds.
- Changes made by an automation don't start other automations, so rules can't loop.
- Each rule shows how often it ran and its Recent runs: green means it did something, grey means there was nothing to change, red means it failed (for example, the stage it moves tasks to was deleted).
- Use the switch to turn a rule off without deleting it.
- Anyone who can see the project can see its automations. Creating and editing them needs the Create and edit automations permission, which members have unless an admin gave them a custom role without it.
Related articles
Still stuck? Tell us what you were trying to do and we'll help.
Contact support