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Automation Engine is available on accounts with Business and Enterprise subscriptions. Account admins and owners have the right to set up automation rules. On Enterprise accounts, this right can be revoked from admins.
Wrike’s Automation Engine is a simple solution that helps to reduce the amount of manual repetitive work, speed up the process, and minimize the rate of human error. So with Automation Engine, instead of handling all the work by yourself, you and your team can employ the rule-based automation of various actions with tasks and projects.
Automation Engine is easy to use and doesn’t require any coding experience to create the automation rules. The rules have a simple “IF …, THEN …” structure. The automation rule constructor guides you through the 3-step rule creation process. All you need to do is let Wrike know:
Here’s a couple of popular automation rule examples:
Account admins and owners can create new automation rules. On Enterprise accounts, this right can be revoked from admins.
Now your rule is created, and once it’s triggered, it’ll automatically perform the action that you set up.
The rule constructor consists of three sections that you need to fill in for the automation rule to work.
Here you select exactly what the rule should apply to.
E.g., IF the statuses of tasks (from a certain project) don’t change for 5 days from “Pending changes,” THEN @mention assignees and leave a comment.
Here you select the condition that defines in what case the rule should be triggered.
E.g., IF the statuses of tasks (from a certain project) don’t change for 5 days from “Pending changes,” THEN @mention assignees and leave a comment.
Wrike Tip: If you want to change the trigger while you’re creating or editing the rule, hover over its name displayed in the “Add trigger” section on the left and click the trash bin icon that appears.
Here you define what should happen when the rule is triggered. You can add up to 10 actions to each rule.
E.g., IF the statuses of tasks (from a certain project) don’t change for 5 days from “Pending changes,” THEN @mention assignees and leave a comment.
To add more actions to your automation rule, click the “Add another action” section that appears when you set up the first action.
Wrike Tip: If you want to change the action while you’re creating or editing the rule, hover over its name displayed in the “Add action” section on the left and click the trash bin icon that appears.
Automation triggers are an essential part of automation rules. They're the “IF …” statements that define when exactly the automation rule should be triggered. Each rule can have one trigger.
Note: The list of available automation triggers that you see in the rule constructor changes depending on whether your rule applies to tasks or projects. See the “Can be applied to” column in the table below to check if a trigger is available for task- or project-based rules.
Automation actions are an integral part of automation rules. They are the “... THEN ...” statements that define what exactly should happen to tasks or projects that the automation rule applies to once the rule is triggered. Each rule can have up to 10 actions.
Action name |
Description |
Can be applied to |
Additional required setting |
Notes |
---|---|---|---|---|
Change task/project status to |
Once the rule is triggered, this action changes the status of tasks or projects to the one that you specify. E.g., "If ..., then change task status to Completed." |
Tasks and projects |
|
If at least one of the selected workflow statuses is deleted from the account, the rule will be disabled. This action will override any Fixed Workflow settings you have for the selected workflow/status. Additionally, auto-assign and automated approvals set up in the selected workflow will be ignored if the status was changed via the automation rule. |
Add task/project to |
Once the rule is triggered, this action adds tasks or projects to a location(s) that you specify. E.g., "If ..., then add project to Marketing operations." |
Tasks and projects |
|
You can select up to 10 different locations where the projects or tasks will be added. If at least one of these destination folders, projects, or spaces is deleted, the automation rule will be disabled. |
Move task/project to |
Once the rule is triggered, this action moves tasks or projects to a location(s) that you specify. You can also specify if the tasks/projects should be removed from all folders, projects, or spaces that they have been located in before the rule is triggered. E.g., "If ..., then move project to Archive." |
Tasks and projects |
|
You can select up to 10 different locations where the projects or tasks will be moved to and up to 10 locations they'll be moved from. If at least one destination folder, project, or space where the tasks/projects should be moved to or from is deleted, the automation rule will be disabled. |
Add comment or mention |
Once the rule is triggered, this action adds a comment to tasks or projects. Additionally, you can choose to @mention a specific user or a special user group. E.g., "If ..., then add a comment with @approvers and @Melanie Smith." |
Tasks and projects |
|
In the Preview section at the bottom, you can see how your comment will look like. When the automation rule is triggered and the comment is created, the @author placeholder will be replaced with the actual name of the user who created the task or project. @approvers will also be replaced with the names of the approvers if there are any. Otherwise, it will be added to the comment as plain text. @followers will stay as-is and all users who follow the task or project will receive the notification. The author of all comments created via Automation is the Automation Bot. You can select up to 20 specific users or user groups to @mention in the comment. If at least one of them is deleted from the account, the rule will be automatically disabled. |
Assign task/project to |
Once the rule is triggered, this action adds user(s) that you specified as task assignees or project owners. Additionally, it can remove all existing assignees or owners from the tasks/projects. E.g., "If ..., then assign task to Melanie Smith." |
Tasks and projects |
|
You can select up to 20 task assignees or project owners per action. If at least one of them is deleted from the account, the automation rule will be disabled. |
Account admins and owners can edit and delete automation rules. On Enterprise accounts, these rights can be revoked from admins.
If necessary, you can edit any part of the automation rules and delete them at any time. In case the rule is automatically disabled due to its conditions no longer being operable, you also need to edit the rule before you can enable it. For example, it can happen when someone deletes the workflow status or the destination folder that an action depended on.
Note: You might not be able to edit some rules, including the ones created by you, in case you no longer have access to one of the folders, projects, or spaces that the rule depends on. For example, if the folder that the rule applies to is unshared with you, the rule will keep working but you won’t be able to save your edits to it. The same goes for folders, projects, or spaces that triggers and actions depend on. You'll see a notification about it at the top of the view.
Note: Deleted automation rules can't be restored.
When you complete the steps, the rule is permanently deleted.
Account admins and owners can manage automation rules. On Enterprise accounts, this right can be revoked from admins.
If you no longer need an automation rule to work, you can disable it instead of deleting in case you might need to enable it again in the future.
Wrike can also automatically disable some rules, in case their conditions are no longer operable, e.g., when someone deletes the workflow status or the destination folder that a trigger or action depended on. You can manually edit the broken automation rule and enable it.
Note: Disabled rules also count toward the limit of 50 rules per account.
To disable or enable an automation rule:
If the toggle button is colored blue, that means that the rule is enabled and is working. The white toggle button signifies that the rule is disabled.