# Project automations and request forms

> Automate routine steps in a Tasks project with simple rules, and publish a request form that turns every response into a task.

Canonical: https://help.spacebrain.ai/tasks/project-automations-and-request-forms/
Last modified: 2026-09-25T00:00:00.000Z

This guide shows you how to save time in a project. Rules handle small, repeated steps for you, like assigning new tasks. Request forms let people outside the project ask for work without sending you an email.

## Before you begin [#before-you-begin]

* Select a project first. The **Automations** button at the top of Tasks is greyed out until you do.
* You need permission to create and edit tasks.
* **Rules** are included with paid plans that include task automation. **Forms** are shown on the same screen.
* For bigger, cross-module workflows (for example "when a deal is won, send an email and create an invoice"), use [Automations](/automations/) instead.

## Where to find it [#where-to-find-it]

Open **Tasks**, select a project, then choose **Automations**. The dialog has two tabs: **Rules** and **Forms**.

## Create a rule [#create-a-rule]

A rule has one trigger (**When**) and one action (**Then**).

1. On **Rules**, choose **New rule**.
2. Enter a **Rule name** that says what it does, for example "Assign new tasks to Priya".
3. Under **When**, choose a trigger:
   * **Task is created**
   * **Status changes**
   * **Task is completed**
   * **Priority changes**
   * **Task is moved**
4. Under **Then**, choose an **Action**:
   * **Assign task**
   * **Set priority**
   * **Set status**
   * **Move to section**
   * **Add comment**
   * **Create subtask**
5. Fill in the details the action needs, such as the person or section.
6. Choose **Create rule**.

**What you should see:** the rule appears in the list with its trigger and an on/off switch. After it runs, it shows **Has run**.

### Test the rule [#test-the-rule]

Create a test task in the project, or make the change the rule watches for. Open the task and check that the action happened. Then delete or archive the test task.

### Rule ideas [#rule-ideas]

| When                  | Then                                    | Why                      |
| --------------------- | --------------------------------------- | ------------------------ |
| **Task is created**   | **Assign task** to your coordinator     | Nothing sits unassigned. |
| **Priority changes**  | **Add comment** "Please review today"   | Flags urgent changes.    |
| **Task is completed** | **Create subtask** "Send client update" | Keeps a follow-up step.  |
| **Status changes**    | **Move to section** "Review"            | Keeps sections tidy.     |

Turn a rule off with its switch if you need to pause it. Keep rules simple. Two rules that change the same field can undo each other.

## Publish a request form [#publish-a-request-form]

A request form gives people a link to ask for work. Each response becomes a task in the project.

1. On **Forms**, choose **New form**.
2. Enter a **Form name**, for example "Design requests".
3. Under **Questions**, edit or add questions. **The first question always becomes the task title.** The defaults are **What do you need?** and **Details**.
4. For each question, choose what it **Maps to**: **Task title**, **Description**, **Priority**, or **Due date**.
5. Optionally open **More options** to add a description, or choose which section responses go to in **Route responses to**.
6. Choose **Publish form**.
7. Choose **Copy link** and share it.

**What you should see:** the form shows **Published** in the list. When someone opens the link and chooses **Submit request**, they see **Request received**, and a new task appears in the project.

### Test the form [#test-the-form]

Open the link in a private browser window, submit a test request, and check that the task appears with the right title, description, priority, and section.

### Pause a form [#pause-a-form]

Switch a form from **Published** to **Paused** to stop new responses. Anyone who opens the link sees **This form is unavailable.**

## If something goes wrong [#if-something-goes-wrong]

* **Automations is greyed out.** Select a project first.
* **The Rules tab shows an upgrade message.** Task automation rules are included with paid plans.
* **A rule didn't run.** Check that its switch is on and that the change matches the trigger exactly. For example, **Task is moved** isn't the same as **Status changes**.
* **Form responses land in the wrong section.** Check **Route responses to** under **More options**.
* **People say the link doesn't work.** Make sure the form is **Published**, not **Paused**.

## FAQ [#faq]

### Do form responses create CRM records? [#do-form-responses-create-crm-records]

No. They create tasks in the project. Use a [Sites form](/sites/forms/) when you need to capture leads into the CRM.

### Can a rule have more than one action? [#can-a-rule-have-more-than-one-action]

No. Create a second rule with the same trigger if you need another action.

## Next step [#next-step]

Plan the work these tools create in [daily planning](/tasks/daily-planning/).