Automation

Once you’ve visualized your process on a Kanban Zone board, you can leverage automation to enhance your workflow’s efficiency. Automation helps your team stay focused on critical tasks while handling repetitive activities, saving time and standardizing your workflow.

Automation Format

Our automations are based on configurable rules that can be tailored to meet your specific needs. These rules follow the GIVEN-WHEN-THEN format to provide a clear structure for expressing automation scenarios:

• GIVEN a specific context
• WHEN one or more conditions are met
• THEN one or more events get triggered

GIVEN currently includes these contexts:

• Card is Created
• Card is Moved
• Card is Updated

WHEN currently includes these conditions:

• Card Owner
• Card Label
• Card Block Status
• Card Token
• Card Dates
• Custom Fields

THEN currently includes these events:

• Add Card Template
• Add Checklist Template
• Add Comment
• Add Token
• Move Card
• Update Card (Owner, Label, Dates, Custom Fields)
• Invoke Services (coming soon)

Card and Checklist Templates
Leverage card and checklist templates in your automation to streamline work:

• Automatically add checklists to cards as they move into specific columns.
• Break down a card into multiple linked cards on the same or different boards within your organization.

Comments & Notifications
Automatically adding comments can notify individuals or teams about important triggers from automation, ensuring everyone stays informed.

Custom Fields
Automation saves time on repetitive or manual tasks, such as updating card information. Custom fields become even more powerful when used in automation, allowing you to capture and automatically populate any necessary information.

Automation Rules

We offer two automation rules, with a third one coming soon. Here’s a detailed look at these automation rules:

Card is Created

This automation rule is ideal for standardizing and saving time when creating new cards. Here is a scenario you can set up with the “Card is Created” rule:

Objective: Add specific tasks only to cards created with a specific type of work (card label).

• GIVEN a Card is Created
• WHEN the Label is X
• THEN add the X checklist template to this card

Card is Moved

This automation rule is fantastic for incrementally adding information to your card in sync with its position on the board. Here is a great example of a scenario you can create with the “Card is Moved” rule:

Objective: Gradually add the right tasks at the right time as a card progresses through multiple steps in a process.

• GIVEN a Card is Moved
• WHEN the Label is X
• THEN add the X checklist template to this card

Imagine a multi-step process where each step requires new tasks to be completed. Instead of displaying all tasks when the card is created, you can gradually add tasks as the card moves through different stages.

Card is Updated

This automation rule perfectly complement the previous two rules to enable even more precise control over your workflow. Here is one of many scenarios scenarios you can create with the “Card is Updated” rule:

Objective: Get visibility fast to any card that is blocked, so that someone can quickly unblock it.

• GIVEN a the Block status is changed
• WHEN the Block status is Blocked
• THEN update the owner to X, add a comment, and add the Block checklist template to this card

Unblocking a card is an important aspect of managing a workflow. By adding immediate actions to be taken when a card is blocked will help to unblock it faster.