Project automations and request forms

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

• 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 instead.

Where to find it

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

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

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

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

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

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

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

• 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

Do form responses create CRM records?

No. They create tasks in the project. Use a Sites form when you need to capture leads into the CRM.

Can a rule have more than one action?

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

Next step

Plan the work these tools create in daily planning.