To complete your automation setup, proceed from adding the obligatory "When" step and optional "Check if" step to defining the "Then" step, which is the final stage in the process.
Think of the "Then" step as responsible for achieving the desired outcome once all conditions are met.
For example, if you want to notify your team in Slack whenever a specific team member completes or opens a task on a project, the corresponding action ("Then" step) would be "Send a Slack message".
Note that you can add multiple actions ("Then" steps) to your automation rule!
Check out our Automations: Examples and Best Practices article for tips and practical examples to optimize your automation workflows.
Adding an Action to an Automation
2) Select the "Then" option and select Next.
3) Choose the desired action type (described below).
4) Customize the action parameters as required (depending on the action).
5) Save the action when you're finished, and your automation is ready to be saved and published.
Action Types
There are several actions available for your automation. Let's explore each one:
Send Slack Message
Once triggered, the Automation will send a message to one of your Slack channels. For this to work, you need to set up the Slack integration first.
Send Email
This action allows you to send emails to any recipients informing them of work progress.
You can customize the email content and use it to notify individuals who do not receive Productive notifications.
Tip: if you want the email to be sent from a custom email address (other than the default noreply@outbox.productive.io), you can set up a custom sender email address.
Create Comment
This action allows you to create an automated comment on either a task, deal, budget or invoice.
Note that if your trigger is creating a task, the "Create comment" action can only add a comment to a task, and not on a budget, deal, or an invoice, meaning the action is trigger-specific.
Create Task
This action lets you create a new task. You can specify whether the new task will be visible to everyone or only to the task subscribers you define (note the padlock icon at the top 🔒).
You can also set custom field values for the task as part of the automation. For more details on how to use custom fields in this action, check out our guide on Setting Custom Field Values for Tasks.
For example, you can set up an automation to create a task in a different project (Project B) whenever a milestone in Project A is completed, ensuring that relevant team members across projects are kept informed and that tasks are completed efficiently.
Update Task
This action allows you to make changes to the selected task.
It becomes available when you've previously specified a task as a trigger (in the "When" step) or added a "Create Task" action in one of your previous steps.
You can now also update custom field values as part of the task update process. For a detailed explanation of how to configure this, see our guide on Setting Custom Field Values for Tasks.
Create TODOs
This action allows you to trigger the creation of TO-DOs within tasks or deals.
For tasks and deals, you can specify the TO-DO content (i.e., what needs to be done) and assign responsibility by selecting an assignee.
In the case of deals, you also have the option to set a due date, including relative dates (e.g., "in 3 days" or "next Monday").
Both tasks and deals allow you to assign TO-DOs to a specific person, a relative assignee (e.g., the person who triggered the automation or the project manager), or leave them unassigned.
Create Invoices
This step allows you to create an invoice automatically based on the specified conditions in your automation setup.
For more details, please refer to our guide on Creating Invoices with Automations.
Attribute Mentioning
When defining the action, you can include some of the attributes from previous steps in the Slack, comment, or task message body, as well as the subject and body of an email.
You can find out more about attribute mentioning in Automations here.
Note: When setting up your automation, ensure you pay attention to the numerical values assigned to tasks, deals, budgets, and projects.
This attention to detail will help you accurately specify which tasks or projects should be included in the actions and conditions of your automation rules.