Using Automation

With BasicOps, you can automatically update tasks, send out messages, and much more when a user-defined event occurs.   If you have a workflow that you find yourself doing often, instead of doing it manually you can use an automation and let BasicOps do the work for you.

This article will show you how to:

• Set up an automation
• Use an automation
• Enable an automation
• Disable an automation
• Delete an automation

Setting up an Automation

The first step in setting up an automation is to select your project.   This is done by clicking on and highlighting the project name in the left hand side panel.

Next, click on the pull down Action menu.  This is represented by the 3 vertical dots to the right of the project name. 

From here, select the Automation menu item.

You will first need to name your automation to distinguish it from your other saved automations.  Pick a unique and descriptive name so that you will recognize it in the future.

Every automation consists of a name, trigger, condition, and an action.  From the Add Automation window you can define the automation’s parameters.

All of the automation options and suboptions that are available are listed below.

Automation Options

Triggers - events which start your automation: 

“When this happens”

• Task created
• Task field changes
  • Task status changes
  • Task field changes
  • Task field changes by user
  • File is added or removed
• Due date arrives
  • Due date arrives in an active task
  • Due date arrives in any task

Conditions - used to alter the outcome of your automation:

“Add condition”

• Field is value
• Due date is not set
• Due date arrives
  • Due date is no more than 2 days from today
• Task is due today
• Task is overdue  
• By user
• By user type

Actions - final goal of your automation:

 “Then do this”

• Set field to value
  • Assignee
  • Status
• Complete task
• Archive task
• Set due date
• Remove due date
• Add tag
• Remove tag
• Add task
  • Name
    • Assignee
    • Due date
• Add subtask
  • Name
    • Assignee
    • Due date
• Post comment
  • Message
• Send email
  • Message
  • User

Using an automation (an example)

Automations run automatically when a trigger condition is met.  As a real world example, let’s say you want to assign a task to another user when that task is marked complete.   The automation would be set up as follows:

• Automation Name -  “Assign to team member when task is marked complete”
• When this happens - When task status changes to complete,
• Then do this - Set Assignee to team member

You can add more complex conditions to your automations by clicking on Add Condition.   Fill in your additional conditions in the And also field.

You can also include multiple actions in your automation based on a single trigger.  Just click on the Add Another Action button and select the action.  

Finally, click on Add Automation to save the automation.

Enabling / disabling an automation

By default, your automation will be enabled when you click on Add Automation.  You can return to this screen at a later time if you decide to make updates or if you need to disable it.  Notice in the image below that all of the custom automations are enabled.

If you wish to disable an automation, click on the ON/OFF button next to its name.

Once your automation is set up and saved, it will run anytime it is triggered.