Define Automations [BETA]

Prerequisites & Setup | How to Create Automation Rules | Trigger Types | Conditions And/Or/If | Action Types | Managing & Editing Automation Rules | System Log

Automation Engine

PLEASE NOTE: The Automation Engine is currently in Beta and lives within Workamajig Labs. Features and functionality may change as we continue to develop this tool. We are actively encouraging user feedback to help shape future improvements.

Overview

The Automation Engine is a tool that allows you to automate actions in Workamajig based on user-defined conditions. The goal is to reduce repetitive, low-value manual tasks — freeing your team to focus on higher-priority work.

With the Automation Engine, you can define a trigger (something that happens in Workamajig) and pair it with one or more actions (what Workamajig should do automatically in response).

Example use case: When a client review task is marked as completed, the Automation Engine can automatically:

1. Create a conversation notifying specific team members
2. Update the Project Status
3. Change a Custom field

The automation engine triggers on either a task or project level, can take multiple actions with a single trigger and can have conditions applied to limit automation to certain project types, statuses, teams etc.

Prerequisites & Setup

Before using the Automation Engine, confirm the following:

• Workamajig Labs enabled: If you do not see the Automation Engine in your account, contact your administrator to enable Labs features.
• User permissions: You have the appropriate permissions to create and manage automations. Typically, this requires project manager-level access or higher. Specifically, a user's security group would need the right 'Edit Automation' to see and add automation in system setup. 
• Plan your automation: Have a clear understanding of the trigger event and desired outcome before building your first rule. Since automation rules run without direct user input after being created, testing your automation on a small scale to ensure proper outcomes is recommended. 

NOTE: If you are unsure whether your account has Labs enabled, navigate to Account Information > Workamajig Labs and confirm the Automation Engine toggle is active. See below for reference:

How to Create Automation Rules

Automation rules are defined in System Setup via System Setup → Automation. From that screen Click + New Rule and the following screen will populate:

Name your rule and add a description for the type of action being taken. 

An inactive rule will not trigger and automation rules set to private will only trigger for the user that created them. 

From there, choose whether the automation rule will apply at a project or task level. 

TIP: Start simple. Build and test automation rules with a single action and all your conditions first, then layer in additional actions once you’ve confirmed the trigger is firing as expected.

Once you've selected Project or Task from the 'What Changes' section, additional options will populate. 

Trigger Types

Triggers are the events in Workamajig that start an automation. When the selected event occurs, Workamajig will also check any conditions you’ve set. If they are met, the automation rule will run. 

Project

Task

Conditions And/Or/If

Conditions let you filter when an automation fires, so it only runs in the right context. You can add multiple conditions and all conditions will be considered before running the automation. 

Project

Task

Action Types

Now that triggers and conditions are defined, it's time to select the actions the automation tool will take. Multiple actions can be take with a single rule. In the example below the automation rule applies to any project when the budget is approved. Once the budget is approved, the project status is changed to production and a conversation notifying the project manager is created. 

Managing & Editing Automation Rules

Automation rules can be edited in system setup via Admin/Manager → System Setup. To delete an automation rule click the ...More button. 

NOTE: Deleting an automation is permanent and cannot be undone. If you may need it again in the future, consider deactivating it instead.

System Log

Considering automation rules are applied without user input after being defined, they are labeled specifically in the system log (Admin/Manager → Today → Views → System Log) in the Action by field as 'Automation Rule'. See below for reference:

For questions or feedback on the Automation Engine, please reach out to your Workamajig account manager via Support@Workamajig.com.