If you repeat the same tasks in Productive like creating tasks when deals close or sending Slack notifications when milestones are hit, you can automate them.

Automations save you time by handling repetitive work automatically.

The Core Components of an Automation

Every automation rule consists of up to three parts:

When: the trigger that starts the process
Check if: optional conditions that narrow down when the rule should apply
Then: the action(s) that should happen as a result

"When" — The Trigger

This is the starting point of your automation: the event that causes the rule to run. It could be the creation, update, deletion, or comment on an object in Productive (such as a task, deal, budget, invoice, or form), or a specific time-based trigger.

"Check if" — Optional Conditions

These steps help fine-tune the rule. For example, only continue if the deal owner is a specific person, the task is of a certain type, or the budget is tied to a specific revenue stream. You can add one or more conditions to ensure the automation only proceeds in specific scenarios.

"Then" — The Actions

This is what the automation does. Examples include sending a message in Slack, creating and updating a task, creating a subtask, updating a field, or adding a comment.

📌 Check out our Automations: Examples and Best Practices article for tips and practical examples to optimize your automation workflows.

Example: How Automations Work

Here’s a simple rule to demonstrate the flow:

When a new deal is created
Check if the deal owner is Alex Taylor
Then create a task in a specific project

Once you've configured all required steps, the indicator at the bottom turns green, showing the automation is ready to save and activate.

Accessing and Managing Automations

You can manage all automations from Settings > Automations.

Here, Admins, Profitability Managers, and Managers with unlimited access can create, edit, and manage rules. Access can also be fine-tuned via custom permissions.

Each automation includes a summary of its purpose, current status (active/inactive), and the number of actions it’s used during the current month (accessed via the three-dot menu).

👉 Learn more in our Monthly Automation Actions article.

To create a new rule, click + New Automation and define each step: When, Check if (optional), and Then.

Want to learn more about how each automation step works?

For detailed guides on each step, see:

When steps — Learn which triggers are available and how they behave
Check if steps — See how to use conditions to refine your automations
Then steps — Discover the full range of actions you can automate

These articles will help you better understand each building block so you can create more precise and effective automation rules.

Context-Specific Automations

You can also create automations directly from Projects, Budgets, Deals, or Forms by clicking the 🤖 Automate icon in the top-right.

Using the AI Assistant to Build Automations (Beta)

Clicking the AI Automation button in Settings > Automations opens the AI Assistant interface.

Here, you can describe in natural language what you want the automation to do, and the Assistant will help build a draft rule with the correct triggers, conditions, and actions.

You can refine your automation manually, and continue chatting with the Assistant to adjust steps, tweak filters, or update actions iteratively until it works exactly as you need.