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FIELD GUIDE 17 / 21
Automate status handoffs and project selection
Use team-owned status rules for assignments, notifications and adding tasks to a Project Dashboard.
Product guide 4 sections
Configure a status rule
- 01As the active team owner, open the team's management menu (⋯) → Automations.
- 02Name the rule and choose the built-in or custom status that should trigger it.
- 03Add the offered actions: in-app notification, email, Slack DM, linked Slack channel message, or Add to Project Dashboard.
- 04Choose allowed recipients and fill in the action's message fields. Use the supplied template variables rather than entering external addresses or channel IDs.
- 05Preview the rule, review who will receive what, then save it.
Keep in mind
A company admin role alone does not grant team-owner automation controls. Rules are status-based handoffs, not an arbitrary workflow or external-system integration. Saving or previewing a rule does not replay existing tasks or send messages.
A company admin role alone does not grant team-owner automation controls. Rules are status-based handoffs, not an arbitrary workflow or external-system integration. Saving or previewing a rule does not replay existing tasks or send messages.
Use assignment defaults and task overrides
- Team owners can set a default assignee for each status. Task editors can set per-task Status assignment overrides.
- Inherit team default follows the team's configured assignee. Keep current assignee prevents automatic reassignment for that status; it does not unassign the task.
- An assignee explicitly chosen in the same task change takes precedence. Otherwise the task override takes precedence over the team default.
- Saving defaults alone does not reassign existing tasks. Only eligible active team members can receive automatic assignments.
Add tasks to a Project Dashboard automatically
- 01Create the destination dashboard for the same team first.
- 02In Automations, choose the triggering status and add Add to Project Dashboard.
- 03Choose the dashboard, preview the rule and save. A future matching status entry or newly created task in that status can queue the addition.
- 04Check the dashboard and rule history. The original task remains in its team; this selects it for sharing rather than moving or duplicating it.
Keep in mind
The task stays selected after later status changes until manually removed or archived. Restoring an archived task does not restore its old dashboard selections. Saving a rule never bulk-adds old tasks; use manual dashboard selection for those.
The task stays selected after later status changes until manually removed or archived. Restoring an archived task does not restore its old dashboard selections. Saving a rule never bulk-adds old tasks; use manual dashboard selection for those.
Review delivery and stop a rule
- 01Review the rule's history for successes, skipped destinations and failures before retrying a change.
- 02Check that the rule is enabled, the destination still belongs to the team, recipients still have access, and required Slack links and notification preferences are valid.
- 03Disable or delete a rule to stop future and unsent actions. A message already being sent cannot be recalled.
Keep in mind
Rules depend on enabled automation processing; email and Slack delivery also need their corresponding services. A saved rule is not proof a worker is running. Ask an authorized platform administrator to check worker status when necessary. A dashboard holds at most 200 selected tasks.
Rules depend on enabled automation processing; email and Slack delivery also need their corresponding services. A saved rule is not proof a worker is running. Ask an authorized platform administrator to check worker status when necessary. A dashboard holds at most 200 selected tasks.
More in Teams and tasks
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