If you often repeat administrative tasks in Productive, such as creating a new task or sending a Slack message to the team after a sales deal reaches a certain stage, a milestone is completed, or a client budget end date changes, consider automating these processes so you can devote more time to critical business activities that drive growth and success.
There are three main components to Automations: Triggers, which start processes, Conditions which guide them (optional), and Actions which complete them.
The Trigger is the "IF" part of the if-then equation.
This can be the creation, updating, deletion or commenting on a task, deal, or budget in Productive.
The Condition is an additional "IF".
Depending on the trigger, it can help fine-tune the automation so that the action is only performed under specific conditions, such as the task type or assignee, the deal owner or pipeline stage, or the budget revenue or type, among others.
The Action is the "THEN" portion of the if-then equation.
This can include sending a Slack message or an email, adding a comment or a new task, or updating a task in Productive.
How Automations Work
The automation process begins with a Trigger, an event that kickstarts the automation. It dictates when a specific action should occur.
Example: Trigger = Deal created
Once a Trigger is set, you can add Conditions to apply more rules. Conditions manage how the automation proceeds.
Example: Condition = Owner Is Charles Blake
When Triggers and Conditions are met, they lead to an Action being executed.
Example: Action = Create Task
Once all criteria are met, the Automation's flag found at the bottom of the screen turns green, meaning the automation is ready to be saved and start being applied.
Remember, a trigger is mandatory, but conditions are optional; while an action must conclude every automation.
Let's check out the example below:
1) Trigger: Creating a new deal
2) Condition: The owner of the deal being Charles Blake
3) Action: Creation of a new task in ADB Bank Website project
Automation Access and Settings
Access Automations via Settings > Automations. Users like Admins, Profitability Managers, and Managers (with unlimited access) can create, edit, and manage Automations. Access to Automations can be further defined through custom permissions if needed!
In the Automation Settings, view all Automations, active or inactive, along with monthly run counts.
Click "+ New automation" to create a new one, following steps to define the Trigger, Condition, and Action.
Tip: Access and manage Automations directly from Projects by clicking the 🤖 robot icon.
Note that only task-related Automations can be set up from this location.
