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Automations

An automation is a rule written as a sentence: when this happens to a job, do that. Skybase runs it the moment the job changes, on both plans.

Updated 3 min read

An automation rule named Review hand-off, switched on: when the status changes to In review, assign to Leo Ortiz, then notify Tom Becker. It has run 12 times. Beside it, Brand guidelines v3 moves to In review, the rule reassigns it from Priya Shah to Leo Ortiz, a row marked with a violet bolt records that in the job's activity, and Tom Becker, the client, is notified.

How a rule reads

When
One trigger: a job is created, a job moves to a column, a job is completed, or the status changes, the priority changes or the assignee changes.
Only if
Up to 3 conditions on the priority, the job type or the assignee. Leave them out and the rule runs every time.
Then
Up to 5 actions, in order: assign to, add collaborators, set the status to, move to, set the priority to and notify the assignee or people you name.

A project can have up to 25 automations. They run from the top of the list down.

Create an automation

  1. Step 1: Open the project, choose Project settings (the cog at the top of the board), then Automations.

  2. Step 2: Choose New automation, or start from one of the examples on an empty page.

  3. Step 3: Give it a short Name. It shows in job activity and in notifications.

  4. Step 4: Build the sentence: pick what sets it off after When, choose Add a condition if you need one, and Add an action for each thing it should do.

  5. Step 5: Choose Create automation.

Tip: The examples are a good start: Done means completed sets a job's status when it moves to your done column, Critical alert notifies the assignee when a job turns critical, and Review hand-off assigns a job when it goes into review.

Who can set them up

Only administrators can create, change or delete automations. Team members see the project's rules and their recent runs, read-only, so they can tell why a job changed. Guests never see them.

See what a rule did

Every change a rule makes shows in the job's activity under the rule's name, marked with a lightning bolt, and a rule's notifications carry its name too.

Choose Runs on a rule to see its Recent runs: the last 50, each marked Ran, Nothing to change, Skipped or Failed. The switch on each rule turns it off and on, and its menu can Edit, Move up, Move down or Delete it.

A rule's own changes never set off other rules, so two rules cannot pass a job back and forth.

When a rule turns itself off

If a column, status or job type a rule uses is deleted, or someone it names leaves the project, the rule switches itself off and says why. Edit the rule to fix it, then turn it back on.

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