Introduction
Automations in Productive simplify workflows, minimize repetitive tasks, and ensure key actions and updates don’t slip through the cracks.
Built around triggers and actions, automations run specific rules and reminders, keeping your team informed and projects moving forward across tasks, deals, budgets, and invoices.
For better categorization in this guide, we'll break down automations into three categories—Additional Actions, Notifications, and Alerts—each designed to serve a unique function within your workflows.
Additional Actions
Automate data adjustments, task assignments, or comments based on specific triggers to maintain consistency.Notifications
Notify team members about updates or changes that don’t need immediate action but are essential for visibility, such as a milestone resolution or a new deal won.Alerts
Identify critical issues or missing data that need attention, like a task without a due date or a budget missing end information, to prevent workflow interruptions.
1) Additional Actions
Additional actions are triggered based on specific conditions and adjust data, reassign tasks, or create comments.
Below are some effective additional actions for tasks, budgets, and deals you can make use of.
Task Management Actions (Click to Expand)
Task Management Actions (Click to Expand)
Automate common task-related actions to ensure projects stay on track without manual intervention. Some useful task automation practices include:
Assign Default Assignees: Automatically assign a project manager or designated team member if a task is created without an assignee.
Set Due Dates on Resolved Tasks: Set the due date to the current day when a task is marked as resolved but lacks a due date, ensuring all tasks have accurate tracking.
Add SLA Comments on Client-Created Tasks: When a client creates a task, add a comment automatically to remind them of SLA details and guidelines for clear communication.
Move Tasks Based on Activity: For example, if time is logged on a task still marked as ‘To Do,’ move it to ‘Started’ automatically to keep status indicators accurate.
Manage Subscribers for New Tasks: Automatically set up subscribers on new tasks so relevant team members receive updates as work progresses.
Budget Actions (Click to Expand)
Budget Actions (Click to Expand)
Useful budget automations include:
Auto-Create Invoices on Budget Delivery: When a budget reaches the “delivered” stage, automate invoice creation to simplify billing and eliminate manual steps.
Deal Actions (Click to Expand)
Deal Actions (Click to Expand)
Automate follow-ups and notifications for ongoing deals to ensure timely customer engagement:
Recurring Customer Pings for Deals: Set a series of to-dos (e.g., every two weeks) for follow-ups with the client.
2) Notifications
Notifications keep the team informed about changes or updates that may not need immediate action but are important for visibility.
Automating these notifications reduces manual communication while ensuring that critical information reaches the right team members.
Project and Task Updates (Click to Expand)
Project and Task Updates (Click to Expand)
Notify via Slack for Resolved Milestones: When a project milestone is marked complete, automatically send a Slack notification to keep the entire team updated on progress.
Alert on Critical Task Changes: When a high-priority task is reassigned, send a Slack message to all stakeholders to clarify who is now responsible.
Email Updates on New High-Priority Tasks: Notify key team members by email when a high-priority task is created to ensure it receives prompt attention.
Invoice Updates (Click to Expand)
Invoice Updates (Click to Expand)
Invoice Draft Notification: When an invoice is created in draft mode, notify the finance team to review and finalize it.
Track Changes in Invoice Status: If a custom field changes on an invoice, automatically create a comment or send an email to the finance team for further review.
Tip: In the "Check if" step, locate the custom field by its name to ensure the correct field is identified.
Deal Updates (Click to Expand)
Deal Updates (Click to Expand)
New Deal Created: When a deal is created, automatically add a comment prompting a review of the services and other important details included.
Deal Status Change: When a deal is won, lost, or updated, send a notification to Slack with relevant emojis to indicate the status:
🎉 Deal Won
😞 Deal Lost
🔄 Deal Updated
Budget Updates (Click to Expand)
Budget Updates (Click to Expand)
Budget Usage Notification: When the budget reaches a specified percentage, automatically send an email or Slack message to notify the relevant stakeholders.
3) Alerts
Alerts highlight missing or incorrect data, helping you address issues like missing deadlines or essential budget details early on.
This prevents potential workflow interruptions or future project delays.
Task Alerts (Click to Expand)
Task Alerts (Click to Expand)
Missing Due Date Warning: If a task is created or updated without a due date, generate an alert (to-do) to prompt the project manager to add one.
This ensures all tasks are accurately tracked and completed on time.
Alert for Completed Tasks Without Time Logged: If a task is marked ('Workflow status has changed to Closed') as complete but has no tracked time, generate an alert in Slack or add a comment prompting the team member to log time.
Budget Alerts (Click to Expand)
Budget Alerts (Click to Expand)
Warn of Budget End Date Omission: If a budget is created without an end date, create a comment for the budget owner to prompt completion of the details.
Alert for Changes in Budgets: If services or the budget total on a budget are changed, affecting the revenue, generate an alert to the budget owner to review.
YouTube Video
For a deeper dive into how automations can simplify your workflows, check out our video showcasing various automation examples in Productive!