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Setting Up the "When" Step in Automations
Setting Up the "When" Step in Automations

The "When" step sets off your automation rule and it's key in Productive's Automations, defining the next steps.

Updated over a week ago

Think of the "When" step as the starting point that sets off a series of actions, like the first domino that falls and knocks down the rest πŸ’¨.

In Productive's Automations, defining the "When" step is crucial because it sets the rules for what happens next. Before adding anything to your automation, such as "Check if" conditions (optional) and "Then" actions (mandatory), specifying a "When" step is essential.

Adding a "When" Step to an Automation

1) To add a "When" step (the first step in creating an automation), go to Settings > Automations > + New automation.

Pro tip: To create an automation governing tasks, budgets, or deals directly from a project, budget or deal, click the robot shortcut icon in the upper-right corner πŸ€–.

2) Select "When" to open the "When" setup window on the right.


3) Choose the action that will trigger your automation. Consider the "When" options, such as:

  • Created: When a Task/Deal/Budget/Invoice is created, then...

  • Updated: When a Task/Deal/Budget/Invoice is updated, then...

  • Deleted: When a Task/Deal/Budget/Invoice is deleted, then...

  • Commented: When a Task/Deal/Budget/Invoice is commented on, then...​

Tip: You can select multiple "When" options (tick multiple boxes), allowing you to create broader rules.

For example, "Any time a task within a specified project is created, updated, or commented on, then send me a message on Slack".

4) Once you've configured the "When" step, save your changes by clicking "Apply" in the lower right corner of the menu.

Then, proceed with creating either a "Check if" step if you need to fine-tune your automation rule further, or a "Then" step if you're ready to finalize your automation.

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