Personalize automation messages with shortcodes

Insert and preview a shortcode

1. 01Open your team's management menu → Configure automations. Active team owners and admins can manage rules. Open a rule and choose a notification action.
2. 02Choose Insert shortcode beside the message or email subject. Search by token or field name, then choose a result. The inserted {{name.value}} text is replaced when the status transition is recorded.
3. 03Select a Preview task, then choose Preview. Check the resolved text, recipients and warnings before saving. Preview does not change a task, post to Slack or send email.
4. 04Use {{task.tags}} for selected active tag names, {{task.custom_fields}} for visible field labels and values, or {{task.colors}} for visible color fields with names, hex codes and optional Used for notes.
5. 05For one field, search its label and choose its Field result. Its field.<ID> token uses a stable ID, so renaming a field does not break the template. Do not type a field ID copied from another team.

Available built-in shortcodes

• {{task.title}} — Task title.
• {{task.description}} — Description.
• {{task.id}} — Task ID.
• {{task.url}} — Task link.
• {{task.priority}} — Priority.
• {{task.due_date}} — Due date.
• {{team.name}} — Team name.
• {{status.previous}} — Previous status.
• {{status.current}} — Current status.
• {{status.next}} — Next status in team order.
• {{assignee.name}} — Current assignee.
• {{previous_assignee.name}} — Previous assignee.
• {{next_assignee.name}} — Next-status assignee.
• {{creator.name}} — Task creator.
• {{actor.name}} — Person changing status.
• {{owner.name}} — Current team owner.
• {{transition.time}} — Transition time (UTC).
• {{task.tags}} — Selected tag names.
• {{task.custom_fields}} — Visible custom fields and values.
• {{task.colors}} — Selected colors, hex values and purpose notes.
• {{project.id}} — Triggering Project Dashboard ID.
• {{project.name}} — Triggering Project Dashboard name.
• {{project.description}} — Triggering Project Dashboard description.
• {{project.url}} — Triggering Project Dashboard link.
• {{project.status}} — Current project status.
• {{project.previous_status}} — Previous project status.
• {{project.next_status}} — Next project status in order.

Use project information in project-status rules

1. 01Choose a Project Dashboard as the rule's Trigger scope, then select one of its project statuses. {{project.name}}, {{project.description}}, {{project.id}} and {{project.url}} refer to that dashboard.
2. 02Use {{project.status}}, {{project.previous_status}} and {{project.next_status}} for its workflow labels. Existing {{status.current}}, {{status.previous}} and {{status.next}} also use the triggering workflow.
3. 03In a project-status rule, {{task.url}} continues to open the dashboard, as before. For an ordinary team-status rule it opens the source task.
4. 04Project values are Unavailable project for ordinary team-status triggers, even when another action adds the task to a dashboard. A task can belong to more than one dashboard; the template never guesses which one you mean.

Interpret missing values and delivery limits

• Only currently visible, nonarchived fields are included in summaries. Hidden conditional fields show Not applicable when referenced directly; archived or removed fields show Unavailable field. Their saved values are not disclosed.
• Choice fields resolve to labels rather than internal IDs. Color values include the swatch hex code and per-selection Used for note as text; Slack does not receive the web color picker.
• Missing values use labels such as Not set, No tags or Unavailable project. Preview warnings call out missing referenced values in both the message and email subject.
• Values are captured at the triggering transition. Later task edits do not rewrite an already queued message. Shortcodes inside a field's value are literal text, not a second template to execute.
• Each added field or summary value is bounded to 4,000 characters; oversized values show a truncation marker. Email subjects are capped at 200 characters. Slack automation message blocks, including their heading, are capped at 2,900 characters.
• Slack automation uses plain-text blocks to prevent injected mentions and markup. Shortcodes do not turn custom-field text into rich Slack blocks or guarantee clickable links there.
• Saving a rule does not enable app-wide workers. Current access, Slack linkage, delivery readiness and the relevant personal DM or team channel preferences are checked separately.

Example: send warehouse preparation details

For a project-status rule, try: {{project.name}} — {{project.status}}\nTask: {{task.title}}\nTags: {{task.tags}}\nColors: {{task.colors}}\nDetails: {{task.custom_fields}}\nOpen: {{project.url}}. Replace a full-field summary with a Field result from Insert shortcode when the recipient only needs one value.