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href="https://help.productive.io/en/collections/7178512-automations" class="pr-2 text-body-primary-color no-underline hover:text-body-secondary-color" data-testid="breadcrumb-0">Automations</a><div class="pr-2" aria-hidden="true"><svg width="6" height="10" viewBox="0 0 6 10" class="block h-2 w-2 fill-body-secondary-color rtl:rotate-180" xmlns="http://www.w3.org/2000/svg"><path fill-rule="evenodd" clip-rule="evenodd" d="M0.648862 0.898862C0.316916 1.23081 0.316916 1.769 0.648862 2.10094L3.54782 4.9999L0.648862 7.89886C0.316916 8.23081 0.316917 8.769 0.648862 9.10094C0.980808 9.43289 1.519 9.43289 1.85094 9.10094L5.35094 5.60094C5.68289 5.269 5.68289 4.73081 5.35094 4.39886L1.85094 0.898862C1.519 0.566916 0.980807 0.566916 0.648862 0.898862Z"></path></svg></div><a href="https://help.productive.io/en/collections/9586874-additional-automation-options" class="pr-2 text-body-primary-color no-underline hover:text-body-secondary-color" data-testid="breadcrumb-1">Additional Automation Options</a><div class="pr-2" aria-hidden="true"><svg width="6" height="10" viewBox="0 0 6 10" class="block h-2 w-2 fill-body-secondary-color rtl:rotate-180" xmlns="http://www.w3.org/2000/svg"><path fill-rule="evenodd" clip-rule="evenodd" d="M0.648862 0.898862C0.316916 1.23081 0.316916 1.769 0.648862 2.10094L3.54782 4.9999L0.648862 7.89886C0.316916 8.23081 0.316917 8.769 0.648862 9.10094C0.980808 9.43289 1.519 9.43289 1.85094 9.10094L5.35094 5.60094C5.68289 5.269 5.68289 4.73081 5.35094 4.39886L1.85094 0.898862C1.519 0.566916 0.980807 0.566916 0.648862 0.898862Z"></path></svg></div><div class="text-body-secondary-color">Automations: Examples and Best Practices</div></div></div><div class=""><div class="article intercom-force-break"><div class="mb-10 max-lg:mb-6"><div class="flex flex-col gap-4"><div class="flex flex-col"><header class="mb-1 font-primary text-2xl font-bold leading-10 text-body-primary-color">Automations: Examples and Best Practices</header><div class="text-md font-normal leading-normal text-body-secondary-color"><p>Enhance workflows, reduce manual tasks, and improve team efficiency with best practices and examples of automations in Productive.</p></div></div><div class="avatar"><div class="avatar__info -mt-0.5 text-base"><span class="text-body-secondary-color"> <!-- -->Updated over 2 weeks ago</span></div></div></div></div><div class="jsx-ef86202475c6562f flex-col"><div class="jsx-ef86202475c6562f mb-7 ml-0 text-md max-messenger:mb-6 lg:hidden"><div class="jsx-27f84a20f81f6ce9 table-of-contents max-h-[calc(100vh-96px)] overflow-y-auto rounded-2xl text-body-primary-color hover:text-primary max-lg:border max-lg:border-solid max-lg:border-body-border max-lg:shadow-solid-1"><div data-testid="toc-dropdown" class="jsx-27f84a20f81f6ce9 hidden cursor-pointer justify-between border-b max-lg:flex max-lg:flex-row max-lg:border-x-0 max-lg:border-t-0 max-lg:border-solid max-lg:border-b-body-border border-b-0"><div class="jsx-27f84a20f81f6ce9 my-2 max-lg:pl-4">Table 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class="jsx-ef86202475c6562f "><div class="intercom-interblocks-heading intercom-interblocks-align-left"><h1 id="h_7ee2d016cc">Introduction</h1></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><a href="https://help.productive.io/en/articles/8564582-automations-general-overview">Automations in Productive</a> simplify workflows, minimize repetitive tasks, and ensure key actions and updates don’t slip through the cracks. </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Built around <a href="https://help.productive.io/en/articles/8822202-setting-up-the-when-step-in-automations">triggers</a> and <a href="https://help.productive.io/en/articles/8822225-completing-automations-configuring-the-then-step">actions</a>, automations run specific rules and reminders, keeping your team informed and projects moving forward across tasks, deals, budgets, and invoices.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>For better categorization in this guide</b>, we'll break down automations into three categories—<b>Additional Actions</b>, <b>Notifications</b>, and <b>Alerts</b>—each designed to serve a unique function within your workflows.</p></div><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Additional Actions</b><br/>Automate data adjustments, task assignments, or comments based on specific triggers to maintain consistency.</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Notifications</b><br/>Notify team members about updates or changes that don’t need immediate action but are essential for visibility, such as a milestone resolution or a new deal won.</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Alerts</b><br/>Identify critical issues or missing data that need attention, like a task without a due date or a budget missing end information, to prevent workflow interruptions.</p></div></li></ul></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-heading intercom-interblocks-align-left"><h1 id="h_4597ae5859">1) Additional Actions</h1></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Additional actions are <b>triggered based on specific conditions and adjust data</b>, reassign tasks, or create comments.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Below are some effective additional actions for tasks, budgets, and deals you can make use of.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-collapsible-section"><details><summary><div class="intercom-interblocks-subheading intercom-interblocks-align-left"><h2>Task Management Actions (Click to Expand)</h2></div></summary><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Automate common task-related actions to ensure projects stay on track without manual intervention. Some useful task automation practices include:</p></div><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Assign Default Assignees</b>: Automatically assign a project manager or designated team member if a task is created without an assignee.<br/></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238885390/b3eadb1444dcf25b4e4400d77b38/Screenshot+2024-11-04+at+12_50_23.png?expires=1732406400&signature=8cd673ff01ed4334cb42a18d01096d512a0d2a3e1e5f1658d180e51512c82d46&req=dSIkHsF2mIJWWfMW1HO4zSU2GRyMwIHBv9JsVoXEpsgr4xIHvr8Vq8IfHwjZ%0AKhmY%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238885390/b3eadb1444dcf25b4e4400d77b38/Screenshot+2024-11-04+at+12_50_23.png?expires=1732406400&signature=8cd673ff01ed4334cb42a18d01096d512a0d2a3e1e5f1658d180e51512c82d46&req=dSIkHsF2mIJWWfMW1HO4zSU2GRyMwIHBv9JsVoXEpsgr4xIHvr8Vq8IfHwjZ%0AKhmY%0A" width="2922" height="1486"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><br/></p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Set Due Dates on Resolved Tasks</b>: Set the due date to the current day when a task is marked as resolved but lacks a due date, ensuring all tasks have accurate tracking.<br/></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238889030/6ce57e93e1908853cdd2f7517b01/Screenshot+2024-11-04+at+12_53_31.png?expires=1732406400&signature=08bf063f09d92ba17ef01572e254962436987979ff58e65c0f8c192023a6e336&req=dSIkHsF2lIFcWfMW1HO4zQXfPd%2FRCeSQhAjCx1d8ynBPj01fAzPtfVjgp0aH%0AVGep%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238889030/6ce57e93e1908853cdd2f7517b01/Screenshot+2024-11-04+at+12_53_31.png?expires=1732406400&signature=08bf063f09d92ba17ef01572e254962436987979ff58e65c0f8c192023a6e336&req=dSIkHsF2lIFcWfMW1HO4zQXfPd%2FRCeSQhAjCx1d8ynBPj01fAzPtfVjgp0aH%0AVGep%0A" width="2530" height="1484"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><br/></p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Add SLA Comments on Client-Created Tasks</b>: When a client creates a task, add a comment automatically to remind them of SLA details and guidelines for clear communication.<br/></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238896131/2eaf46567fc743bf77fa26d04c91/Screenshot+2024-11-04+at+12_59_47.png?expires=1732406400&signature=eed5c77b1f7d4173e707000dc3df80ccc7c3d22af5731290e9b8c1e75cd94dd0&req=dSIkHsF3m4BcWPMW1HO4zVLW1eJnn1KdqJMeSs3Gx8paH0vzFgvhyFigahpg%0AjMsc%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238896131/2eaf46567fc743bf77fa26d04c91/Screenshot+2024-11-04+at+12_59_47.png?expires=1732406400&signature=eed5c77b1f7d4173e707000dc3df80ccc7c3d22af5731290e9b8c1e75cd94dd0&req=dSIkHsF3m4BcWPMW1HO4zVLW1eJnn1KdqJMeSs3Gx8paH0vzFgvhyFigahpg%0AjMsc%0A" width="2720" height="1480"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Move Tasks Based on Activity</b>: For example, if time is logged on a task still marked as ‘To Do,’ move it to ‘Started’ automatically to keep status indicators accurate.<br/></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238902338/dd414122a848787547436727fbe5/Screenshot+2024-11-04+at+13_05_21.png?expires=1732406400&signature=fcc10ea09e2ef26a1d192008a6c8a90c3401557b6347b26f2c669ecb14c127b3&req=dSIkHsB%2Bn4JcUfMW1HO4zZ7rigVsUR1IFSq%2BggdbbQhGk3%2BXubtvbJS16GJB%0Au6QZ%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238902338/dd414122a848787547436727fbe5/Screenshot+2024-11-04+at+13_05_21.png?expires=1732406400&signature=fcc10ea09e2ef26a1d192008a6c8a90c3401557b6347b26f2c669ecb14c127b3&req=dSIkHsB%2Bn4JcUfMW1HO4zZ7rigVsUR1IFSq%2BggdbbQhGk3%2BXubtvbJS16GJB%0Au6QZ%0A" width="2650" height="1486"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Manage Subscribers for New Tasks</b>: Automatically set up subscribers on new tasks so relevant team members receive updates as work progresses.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238904250/8158204918fc2f7cbace7820e004/Screenshot+2024-11-04+at+13_06_54.png?expires=1732406400&signature=b26aaf5fb0fc27046662c490bd46f5065696c3a946e5295efb67fe813e6e6e02&req=dSIkHsB%2BmYNaWfMW1HO4zdm9SGBORuQwVVCtUnbBnUm9OnLCEipvIr0exfOY%0ASSST%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238904250/8158204918fc2f7cbace7820e004/Screenshot+2024-11-04+at+13_06_54.png?expires=1732406400&signature=b26aaf5fb0fc27046662c490bd46f5065696c3a946e5295efb67fe813e6e6e02&req=dSIkHsB%2BmYNaWfMW1HO4zdm9SGBORuQwVVCtUnbBnUm9OnLCEipvIr0exfOY%0ASSST%0A" width="2724" height="1354"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div></li></ul></div></details></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-collapsible-section"><details><summary><div class="intercom-interblocks-subheading intercom-interblocks-align-left"><h2>Budget Actions (Click to Expand)</h2></div></summary><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Useful budget automations include:</p></div><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Auto-Create Invoices on Budget Delivery</b>: When a budget reaches the “delivered” stage, <a href="https://help.productive.io/en/articles/9997575-automating-invoice-creation">automate invoice creation</a> to simplify billing and eliminate manual steps.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238910080/01fa2cd8b5b01697fc89ad3ed951/Screenshot+2024-11-04+at+13_12_00.png?expires=1732406400&signature=a5c5bd409584715b975836543b53fed439deccd7d0a23efc9e5f54b46905955d&req=dSIkHsB%2FnYFXWfMW1HO4zXudRK4oKTn9Ayy5n2ZqnnC4AwsreyOMm0mo%2BvCP%0AnUAJ%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238910080/01fa2cd8b5b01697fc89ad3ed951/Screenshot+2024-11-04+at+13_12_00.png?expires=1732406400&signature=a5c5bd409584715b975836543b53fed439deccd7d0a23efc9e5f54b46905955d&req=dSIkHsB%2FnYFXWfMW1HO4zXudRK4oKTn9Ayy5n2ZqnnC4AwsreyOMm0mo%2BvCP%0AnUAJ%0A" width="2712" height="1476"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div></li></ul></div></details></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-collapsible-section"><details><summary><div class="intercom-interblocks-subheading intercom-interblocks-align-left"><h2>Deal Actions (Click to Expand)</h2></div></summary><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Automate follow-ups and notifications for ongoing deals to ensure timely customer engagement:</p></div><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Recurring Customer Pings for Deals</b>: Set a series of to-dos (e.g., every two weeks) for follow-ups with the client.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238917947/b9c3d49509d5905a9cb5b64bce82/Screenshot+2024-11-04+at+13_18_15.png?expires=1732406400&signature=f09b085e3aea8e887057accec9c5b310eca0def7048069088aec742bd9809182&req=dSIkHsB%2FmohbXvMW1HO4zSi%2BkIAvizwdSWGe1HNYrZkKR5cFJxNnue91p%2Fhr%0AKdwN%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238917947/b9c3d49509d5905a9cb5b64bce82/Screenshot+2024-11-04+at+13_18_15.png?expires=1732406400&signature=f09b085e3aea8e887057accec9c5b310eca0def7048069088aec742bd9809182&req=dSIkHsB%2FmohbXvMW1HO4zSi%2BkIAvizwdSWGe1HNYrZkKR5cFJxNnue91p%2Fhr%0AKdwN%0A" width="2650" height="1486"/></a></div></li></ul></div></details></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-heading intercom-interblocks-align-left"><h1 id="h_f88c721475">2) Notifications</h1></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Notifications <b>keep the team informed about changes or updates </b>that may not need immediate action but are important for visibility. </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Automating these notifications reduces manual communication while ensuring that critical information reaches the right team members.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-collapsible-section"><details><summary><div class="intercom-interblocks-subheading intercom-interblocks-align-left"><h2>Project and Task Updates (Click to Expand)</h2></div></summary><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Notify via Slack for Resolved Milestones</b>: When a project milestone is marked complete, automatically send a Slack notification to keep the entire team updated on progress.<br/></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238924376/826e8dd935f39020995f2ddc610f/Screenshot+2024-11-04+at+13_24_10.png?expires=1732406400&signature=d01e69c88fec3267b941a5d3e0632233a2207d63b9ed384f731efeaa1111ab3b&req=dSIkHsB8mYJYX%2FMW1HO4zUhM8QQAJmTnkaZXf57IfBkJcUAu18siz%2BNOtITX%0Ai4OW%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238924376/826e8dd935f39020995f2ddc610f/Screenshot+2024-11-04+at+13_24_10.png?expires=1732406400&signature=d01e69c88fec3267b941a5d3e0632233a2207d63b9ed384f731efeaa1111ab3b&req=dSIkHsB8mYJYX%2FMW1HO4zUhM8QQAJmTnkaZXf57IfBkJcUAu18siz%2BNOtITX%0Ai4OW%0A" width="2616" height="1478"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Alert on Critical Task Changes</b>: When a high-priority task is reassigned, send a Slack message to all stakeholders to clarify who is now responsible.<br/></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238933872/29948e5915372617a52483920bb4/Screenshot+2024-11-04+at+13_31_59.png?expires=1732406400&signature=1cf166539d0e7510f9c1902b8c903c71ecc355018af2454923fed46a5256001f&req=dSIkHsB9nolYW%2FMW1HO4zTqukHKKxc%2FaEPEr02yY%2B3lNcIw5Tof92QP46yuP%0AfgsF%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238933872/29948e5915372617a52483920bb4/Screenshot+2024-11-04+at+13_31_59.png?expires=1732406400&signature=1cf166539d0e7510f9c1902b8c903c71ecc355018af2454923fed46a5256001f&req=dSIkHsB9nolYW%2FMW1HO4zTqukHKKxc%2FaEPEr02yY%2B3lNcIw5Tof92QP46yuP%0AfgsF%0A" width="2496" height="1492"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Email Updates on New High-Priority Tasks</b>: Notify key team members by email when a high-priority task is created to ensure it receives prompt attention.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238938339/891f89b9ea47ef385e1f0e74c083/Screenshot+2024-11-04+at+13_35_43.png?expires=1732406400&signature=9447900a26f8d30b5018a0e4b8afcbe59897f9c3e3ab48e34b052f92f834b028&req=dSIkHsB9lYJcUPMW1HO4zRNA18mNDv5KfVQp5uVq5MV7CwkdttCK4nJMURfU%0AH4nZ%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238938339/891f89b9ea47ef385e1f0e74c083/Screenshot+2024-11-04+at+13_35_43.png?expires=1732406400&signature=9447900a26f8d30b5018a0e4b8afcbe59897f9c3e3ab48e34b052f92f834b028&req=dSIkHsB9lYJcUPMW1HO4zRNA18mNDv5KfVQp5uVq5MV7CwkdttCK4nJMURfU%0AH4nZ%0A" width="2592" height="1484"/></a></div></li></ul></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div></details></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-collapsible-section"><details><summary><div class="intercom-interblocks-subheading intercom-interblocks-align-left"><h2>Invoice Updates (Click to Expand)</h2></div></summary><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Invoice Draft Notification</b>: When an invoice is created in draft mode, notify the finance team to review and finalize it.<br/></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238946357/6fea6a90f5d11325ecea76438fe5/Screenshot+2024-11-04+at+13_42_22.png?expires=1732406400&signature=f49245247e99b65d39d2852fd626c064f20009dd46a91f9bf081204b15aa41ac&req=dSIkHsB6m4JaXvMW1HO4zcq6mOjwScztnjk6XJa%2FlGC3DLm5ExhzPEAJ64Ir%0AQp6f%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238946357/6fea6a90f5d11325ecea76438fe5/Screenshot+2024-11-04+at+13_42_22.png?expires=1732406400&signature=f49245247e99b65d39d2852fd626c064f20009dd46a91f9bf081204b15aa41ac&req=dSIkHsB6m4JaXvMW1HO4zcq6mOjwScztnjk6XJa%2FlGC3DLm5ExhzPEAJ64Ir%0AQp6f%0A" width="2654" height="1490"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><br/></p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Track Changes in Invoice Status</b>: If a custom field changes on an invoice, automatically create a comment or send an email to the finance team for further review.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Tip:</b> In the "Check if" step, locate the custom field <b>by its name</b> to ensure the correct field is identified.<br/></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238952149/282fdca160f29dedb57b7ee584ac/Screenshot+2024-11-04+at+13_46_22.png?expires=1732406400&signature=c2ec51b6a3044c33dc4fad7298d0e994489de3cad7d5104af60c10dd3d154739&req=dSIkHsB7n4BbUPMW1HO4zSqDiBMIQxy5voCkq5L9QTi1uGoBrd0ZLbHgYop0%0Akiv5%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238952149/282fdca160f29dedb57b7ee584ac/Screenshot+2024-11-04+at+13_46_22.png?expires=1732406400&signature=c2ec51b6a3044c33dc4fad7298d0e994489de3cad7d5104af60c10dd3d154739&req=dSIkHsB7n4BbUPMW1HO4zSqDiBMIQxy5voCkq5L9QTi1uGoBrd0ZLbHgYop0%0Akiv5%0A" width="2586" height="1488"/></a></div></li></ul></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div></details></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-collapsible-section"><details><summary><div class="intercom-interblocks-subheading intercom-interblocks-align-left"><h2>Deal Updates (Click to Expand)</h2></div></summary><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>New Deal Created:</b> When a deal is created, automatically add a comment prompting a review of the services and other important details included.<br/></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238962647/fe601b4c13e77ffb25826ba14af3/Screenshot+2024-11-04+at+13_53_38.png?expires=1732406400&signature=e66165395dd9c451c6c4c4a81854f596f8327506c90099116c9b9dd7a576956e&req=dSIkHsB4n4dbXvMW1HO4zbwkp5%2B7AWyfN4tBCnZncqNOpObaUPnJNH1%2F2CsX%0A%2Fh75%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238962647/fe601b4c13e77ffb25826ba14af3/Screenshot+2024-11-04+at+13_53_38.png?expires=1732406400&signature=e66165395dd9c451c6c4c4a81854f596f8327506c90099116c9b9dd7a576956e&req=dSIkHsB4n4dbXvMW1HO4zbwkp5%2B7AWyfN4tBCnZncqNOpObaUPnJNH1%2F2CsX%0A%2Fh75%0A" width="2618" height="1478"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Deal Status Change:</b> When a deal is won, lost, or updated, send a notification to Slack with relevant emojis to indicate the status:</p></div><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>🎉 Deal Won</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>😞 Deal Lost</p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>🔄 Deal Updated<br/></p></div></li></ul></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238966602/b7fa4b5e00e47300b0df8903de4d/Screenshot%2B2024-11-04%2Bat%2B13_56_11.png?expires=1732406400&signature=125750f84ec0f880eb615db31b3564c27f41b2b3c71481266ab292d61bfa11e9&req=dSIkHsB4m4dfW%2FMW1HO4zUUDg1vDCIfvEsz8eNHkYzHRU5xA4haVVhnfkg7I%0A459c%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238966602/b7fa4b5e00e47300b0df8903de4d/Screenshot%2B2024-11-04%2Bat%2B13_56_11.png?expires=1732406400&signature=125750f84ec0f880eb615db31b3564c27f41b2b3c71481266ab292d61bfa11e9&req=dSIkHsB4m4dfW%2FMW1HO4zUUDg1vDCIfvEsz8eNHkYzHRU5xA4haVVhnfkg7I%0A459c%0A" width="2580" height="1482"/></a></div></li></ul></div></details></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-collapsible-section"><details><summary><div class="intercom-interblocks-subheading intercom-interblocks-align-left"><h2>Budget Updates (Click to Expand)</h2></div></summary><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Budget Usage Notification:</b> When the budget reaches a specified percentage, automatically send an email or Slack message to notify the relevant stakeholders.<br/><br/></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238975799/2437f33b60bf587e9a2767d00dc4/Screenshot+2024-11-04+at+14_02_57.png?expires=1732406400&signature=e3e77228cec482668f78e4b00a3e7614dffc4025d37125f833c7ec70c9caadd1&req=dSIkHsB5mIZWUPMW1HO4zXq2c0jk0if66kBw7grtzVBYiNzMhO33ZU8XBl4Z%0AOqUX%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238975799/2437f33b60bf587e9a2767d00dc4/Screenshot+2024-11-04+at+14_02_57.png?expires=1732406400&signature=e3e77228cec482668f78e4b00a3e7614dffc4025d37125f833c7ec70c9caadd1&req=dSIkHsB5mIZWUPMW1HO4zXq2c0jk0if66kBw7grtzVBYiNzMhO33ZU8XBl4Z%0AOqUX%0A" width="2568" height="1478"/></a></div></li></ul></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div></details></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-heading intercom-interblocks-align-left"><h1 id="h_ff2d9ff760">3) Alerts</h1></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>Alerts <b>highlight missing or incorrect data</b>, helping you address issues like missing deadlines or essential budget details early on. </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>This prevents potential workflow interruptions or future project delays.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-collapsible-section"><details><summary><div class="intercom-interblocks-subheading intercom-interblocks-align-left"><h2>Task Alerts (Click to Expand)</h2></div></summary><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Missing Due Date Warning</b>: If a task is created or updated without a due date, generate an alert (to-do) to prompt the project manager to add one. <br/>This ensures all tasks are accurately tracked and completed on time.<br/></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1239005340/d0c6c932484913bcdc724ecf4c00/Screenshot+2024-11-04+at+14_24_49.png?expires=1732406400&signature=9135be39d29726cbd8202f1f78605cc7d0cbbfe8591bfb1319615168ff5e9381&req=dSIkH8l%2BmIJbWfMW1HO4zemv8Uu031bohPoaIzCYms4wnVyNNdMnKbz3kPRm%0A7Xhx%0A" target="_blank" rel="noreferrer nofollow noopener"><img 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href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238984274/52780ea28eff517c5d983f80ab48/Screenshot+2024-11-04+at+14_09_21.png?expires=1732406400&signature=ad03be6f6e5578149544283b543c12ad0baf6033415cb26121c259d897131614&req=dSIkHsB2mYNYXfMW1HO4zc77oPB7fmg585z80KDyknH4%2FEgAI6LHEHc%2FmpFF%0A4pLp%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238984274/52780ea28eff517c5d983f80ab48/Screenshot+2024-11-04+at+14_09_21.png?expires=1732406400&signature=ad03be6f6e5578149544283b543c12ad0baf6033415cb26121c259d897131614&req=dSIkHsB2mYNYXfMW1HO4zc77oPB7fmg585z80KDyknH4%2FEgAI6LHEHc%2FmpFF%0A4pLp%0A" width="2580" height="1478"/></a></div></li></ul></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div></details></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-collapsible-section"><details><summary><div class="intercom-interblocks-subheading intercom-interblocks-align-left"><h2>Budget Alerts (Click to Expand)</h2></div></summary><div class="intercom-interblocks-unordered-nested-list"><ul><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Warn of Budget End Date Omission</b>: If a budget is created without an end date, create a comment for the budget owner to prompt completion of the details.<br/></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238991774/161a865b46252da889126651d397/Screenshot+2024-11-04+at+14_15_01.png?expires=1732406400&signature=537528fd75e6e5f1cd765c2a9b26d514c98e05b2e3bb3346c170f7600bf3e174&req=dSIkHsB3nIZYXfMW1HO4zWheQljIDKFRmRahK%2BnNOSPF46Fetetbr%2FT64FFD%0AoUx%2B%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238991774/161a865b46252da889126651d397/Screenshot+2024-11-04+at+14_15_01.png?expires=1732406400&signature=537528fd75e6e5f1cd765c2a9b26d514c98e05b2e3bb3346c170f7600bf3e174&req=dSIkHsB3nIZYXfMW1HO4zWheQljIDKFRmRahK%2BnNOSPF46Fetetbr%2FT64FFD%0AoUx%2B%0A" width="2650" height="1482"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><br/></p></div></li><li><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p><b>Alert for Changes in Budgets</b>: If services or the budget total on a budget are changed, affecting the <b>revenue</b>, generate an alert to the budget owner to review.</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div><div class="intercom-interblocks-image intercom-interblocks-align-left"><a href="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1239002236/9b107621ae6fcdda003dd2f736d2/Screenshot+2024-11-04+at+14_22_36.png?expires=1732406400&signature=68b5270f3c3b0554ecc561b6b28819b55c116735514d448c64a9e256c2c2ea90&req=dSIkH8l%2Bn4NcX%2FMW1HO4zculpPU27Zg7%2F7h%2BO7pwwBXuJe5XGcatk6Lp657U%0Al9U2%0A" target="_blank" rel="noreferrer nofollow noopener"><img src="https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1239002236/9b107621ae6fcdda003dd2f736d2/Screenshot+2024-11-04+at+14_22_36.png?expires=1732406400&signature=68b5270f3c3b0554ecc561b6b28819b55c116735514d448c64a9e256c2c2ea90&req=dSIkH8l%2Bn4NcX%2FMW1HO4zculpPU27Zg7%2F7h%2BO7pwwBXuJe5XGcatk6Lp657U%0Al9U2%0A" width="2646" height="1484"/></a></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div></li></ul></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p></p></div></details></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-heading intercom-interblocks-align-left"><h1 id="h_c59887ac84">YouTube Video</h1></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p>For a deeper dive into how automations can simplify your workflows, check out our video showcasing various automation examples in Productive!</p></div><div class="intercom-interblocks-paragraph no-margin intercom-interblocks-align-left"><p> </p></div><div class="intercom-interblocks-video"><iframe src="https://www.youtube.com/embed/ZNf10EKzmBo" frameborder="0" allowfullscreen="allowfullscreen"></iframe></div><section class="jsx-62724fba150252e0 related_articles my-6"><hr class="jsx-62724fba150252e0 my-6 sm:my-8"/><div class="jsx-62724fba150252e0 mb-3 text-xl font-bold">Related Articles</div><section class="flex flex-col 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Help Center","footerLogo":"https://downloads.intercomcdn.com/i/o/295088/7d1e9e7d334295930dd163a3/801f1c6d85d7662e8810fa8dcc02754d.png","footerLogoHeight":"110","localisedInformation":{"contentBlock":{"locale":"en","title":"Content section title","withButton":false,"description":"","buttonTitle":"Button title","buttonUrl":""}}},"user":{"userId":"f0d3b759-1d83-445b-8440-f4d2205f99cd","role":"visitor_role"},"articleContent":{"articleId":"8822365","author":null,"blocks":[{"type":"heading","text":"Introduction","idAttribute":"h_7ee2d016cc"},{"type":"paragraph","text":"\u003ca href=\"https://help.productive.io/en/articles/8564582-automations-general-overview\"\u003eAutomations in Productive\u003c/a\u003e simplify workflows, minimize repetitive tasks, and ensure key actions and updates don’t slip through the cracks. ","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"Built around \u003ca href=\"https://help.productive.io/en/articles/8822202-setting-up-the-when-step-in-automations\"\u003etriggers\u003c/a\u003e and \u003ca href=\"https://help.productive.io/en/articles/8822225-completing-automations-configuring-the-then-step\"\u003eactions\u003c/a\u003e, automations run specific rules and reminders, keeping your team informed and projects moving forward across tasks, deals, budgets, and invoices.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"\u003cb\u003eFor better categorization in this guide\u003c/b\u003e, we'll break down automations into three categories—\u003cb\u003eAdditional Actions\u003c/b\u003e, \u003cb\u003eNotifications\u003c/b\u003e, and \u003cb\u003eAlerts\u003c/b\u003e—each designed to serve a unique function within your workflows.","class":"no-margin"},{"type":"unorderedNestedList","text":"- \u003cb\u003eAdditional Actions\u003c/b\u003e\u003cbr\u003eAutomate data adjustments, task assignments, or comments based on specific triggers to maintain consistency.\n- \u003cb\u003eNotifications\u003c/b\u003e\u003cbr\u003eNotify team members about updates or changes that don’t need immediate action but are essential for visibility, such as a milestone resolution or a new deal won.\n- \u003cb\u003eAlerts\u003c/b\u003e\u003cbr\u003eIdentify critical issues or missing data that need attention, like a task without a due date or a budget missing end information, to prevent workflow interruptions.","items":[{"content":[{"type":"paragraph","text":"\u003cb\u003eAdditional Actions\u003c/b\u003e\u003cbr\u003eAutomate data adjustments, task assignments, or comments based on specific triggers to maintain consistency.","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"\u003cb\u003eNotifications\u003c/b\u003e\u003cbr\u003eNotify team members about updates or changes that don’t need immediate action but are essential for visibility, such as a milestone resolution or a new deal won.","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"\u003cb\u003eAlerts\u003c/b\u003e\u003cbr\u003eIdentify critical issues or missing data that need attention, like a task without a due date or a budget missing end information, to prevent workflow interruptions.","class":"no-margin"}]}]},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"heading","text":"1) Additional Actions","idAttribute":"h_4597ae5859"},{"type":"paragraph","text":"Additional actions are \u003cb\u003etriggered based on specific conditions and adjust data\u003c/b\u003e, reassign tasks, or create comments.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"Below are some effective additional actions for tasks, budgets, and deals you can make use of.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"collapsibleSection","summary":{"type":"subheading","text":"Task Management Actions (Click to Expand)","idAttribute":""},"content":[{"type":"paragraph","text":"","class":"no-margin"},{"type":"paragraph","text":"Automate common task-related actions to ensure projects stay on track without manual intervention. Some useful task automation practices include:","class":"no-margin"},{"type":"unorderedNestedList","text":"- \u003cb\u003eAssign Default Assignees\u003c/b\u003e: Automatically assign a project manager or designated team member if a task is created without an assignee.\u003cbr\u003e\n \n \u003cbr\u003e\n- \u003cb\u003eSet Due Dates on Resolved Tasks\u003c/b\u003e: Set the due date to the current day when a task is marked as resolved but lacks a due date, ensuring all tasks have accurate tracking.\u003cbr\u003e\n \n \u003cbr\u003e\n- \u003cb\u003eAdd SLA Comments on Client-Created Tasks\u003c/b\u003e: When a client creates a task, add a comment automatically to remind them of SLA details and guidelines for clear communication.\u003cbr\u003e\n \n\n- \u003cb\u003eMove Tasks Based on Activity\u003c/b\u003e: For example, if time is logged on a task still marked as ‘To Do,’ move it to ‘Started’ automatically to keep status indicators accurate.\u003cbr\u003e\n \n\n- \u003cb\u003eManage Subscribers for New Tasks\u003c/b\u003e: Automatically set up subscribers on new tasks so relevant team members receive updates as work progresses.\n \n \n","items":[{"content":[{"type":"paragraph","text":"\u003cb\u003eAssign Default Assignees\u003c/b\u003e: Automatically assign a project manager or designated team member if a task is created without an assignee.\u003cbr\u003e","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238885390/b3eadb1444dcf25b4e4400d77b38/Screenshot+2024-11-04+at+12_50_23.png?expires=1732406400\u0026signature=8cd673ff01ed4334cb42a18d01096d512a0d2a3e1e5f1658d180e51512c82d46\u0026req=dSIkHsF2mIJWWfMW1HO4zSU2GRyMwIHBv9JsVoXEpsgr4xIHvr8Vq8IfHwjZ%0AKhmY%0A","width":2922,"height":1486},{"type":"paragraph","text":"\u003cbr\u003e","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"\u003cb\u003eSet Due Dates on Resolved Tasks\u003c/b\u003e: Set the due date to the current day when a task is marked as resolved but lacks a due date, ensuring all tasks have accurate tracking.\u003cbr\u003e","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238889030/6ce57e93e1908853cdd2f7517b01/Screenshot+2024-11-04+at+12_53_31.png?expires=1732406400\u0026signature=08bf063f09d92ba17ef01572e254962436987979ff58e65c0f8c192023a6e336\u0026req=dSIkHsF2lIFcWfMW1HO4zQXfPd%2FRCeSQhAjCx1d8ynBPj01fAzPtfVjgp0aH%0AVGep%0A","width":2530,"height":1484},{"type":"paragraph","text":"\u003cbr\u003e","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"\u003cb\u003eAdd SLA Comments on Client-Created Tasks\u003c/b\u003e: When a client creates a task, add a comment automatically to remind them of SLA details and guidelines for clear communication.\u003cbr\u003e","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238896131/2eaf46567fc743bf77fa26d04c91/Screenshot+2024-11-04+at+12_59_47.png?expires=1732406400\u0026signature=eed5c77b1f7d4173e707000dc3df80ccc7c3d22af5731290e9b8c1e75cd94dd0\u0026req=dSIkHsF3m4BcWPMW1HO4zVLW1eJnn1KdqJMeSs3Gx8paH0vzFgvhyFigahpg%0AjMsc%0A","width":2720,"height":1480},{"type":"paragraph","text":"","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"\u003cb\u003eMove Tasks Based on Activity\u003c/b\u003e: For example, if time is logged on a task still marked as ‘To Do,’ move it to ‘Started’ automatically to keep status indicators accurate.\u003cbr\u003e","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238902338/dd414122a848787547436727fbe5/Screenshot+2024-11-04+at+13_05_21.png?expires=1732406400\u0026signature=fcc10ea09e2ef26a1d192008a6c8a90c3401557b6347b26f2c669ecb14c127b3\u0026req=dSIkHsB%2Bn4JcUfMW1HO4zZ7rigVsUR1IFSq%2BggdbbQhGk3%2BXubtvbJS16GJB%0Au6QZ%0A","width":2650,"height":1486},{"type":"paragraph","text":"","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"\u003cb\u003eManage Subscribers for New Tasks\u003c/b\u003e: Automatically set up subscribers on new tasks so relevant team members receive updates as work progresses.","class":"no-margin"},{"type":"paragraph","text":"","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238904250/8158204918fc2f7cbace7820e004/Screenshot+2024-11-04+at+13_06_54.png?expires=1732406400\u0026signature=b26aaf5fb0fc27046662c490bd46f5065696c3a946e5295efb67fe813e6e6e02\u0026req=dSIkHsB%2BmYNaWfMW1HO4zdm9SGBORuQwVVCtUnbBnUm9OnLCEipvIr0exfOY%0ASSST%0A","width":2724,"height":1354},{"type":"paragraph","text":"","class":"no-margin"}]}]}]},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"collapsibleSection","summary":{"type":"subheading","text":"Budget Actions (Click to Expand)","idAttribute":""},"content":[{"type":"paragraph","text":"","class":"no-margin"},{"type":"paragraph","text":"Useful budget automations include:","class":"no-margin"},{"type":"unorderedNestedList","text":"- \u003cb\u003eAuto-Create Invoices on Budget Delivery\u003c/b\u003e: When a budget reaches the “delivered” stage, \u003ca href=\"https://help.productive.io/en/articles/9997575-automating-invoice-creation\"\u003eautomate invoice creation\u003c/a\u003e to simplify billing and eliminate manual steps.\n \n \n","items":[{"content":[{"type":"paragraph","text":"\u003cb\u003eAuto-Create Invoices on Budget Delivery\u003c/b\u003e: When a budget reaches the “delivered” stage, \u003ca href=\"https://help.productive.io/en/articles/9997575-automating-invoice-creation\"\u003eautomate invoice creation\u003c/a\u003e to simplify billing and eliminate manual steps.","class":"no-margin"},{"type":"paragraph","text":"","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238910080/01fa2cd8b5b01697fc89ad3ed951/Screenshot+2024-11-04+at+13_12_00.png?expires=1732406400\u0026signature=a5c5bd409584715b975836543b53fed439deccd7d0a23efc9e5f54b46905955d\u0026req=dSIkHsB%2FnYFXWfMW1HO4zXudRK4oKTn9Ayy5n2ZqnnC4AwsreyOMm0mo%2BvCP%0AnUAJ%0A","width":2712,"height":1476},{"type":"paragraph","text":"","class":"no-margin"}]}]}]},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"collapsibleSection","summary":{"type":"subheading","text":"Deal Actions (Click to Expand)","idAttribute":""},"content":[{"type":"paragraph","text":"","class":"no-margin"},{"type":"paragraph","text":"Automate follow-ups and notifications for ongoing deals to ensure timely customer engagement:","class":"no-margin"},{"type":"unorderedNestedList","text":"- \u003cb\u003eRecurring Customer Pings for Deals\u003c/b\u003e: Set a series of to-dos (e.g., every two weeks) for follow-ups with the client.\n \n","items":[{"content":[{"type":"paragraph","text":"\u003cb\u003eRecurring Customer Pings for Deals\u003c/b\u003e: Set a series of to-dos (e.g., every two weeks) for follow-ups with the client.","class":"no-margin"},{"type":"paragraph","text":"","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238917947/b9c3d49509d5905a9cb5b64bce82/Screenshot+2024-11-04+at+13_18_15.png?expires=1732406400\u0026signature=f09b085e3aea8e887057accec9c5b310eca0def7048069088aec742bd9809182\u0026req=dSIkHsB%2FmohbXvMW1HO4zSi%2BkIAvizwdSWGe1HNYrZkKR5cFJxNnue91p%2Fhr%0AKdwN%0A","width":2650,"height":1486}]}]}]},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"heading","text":"2) Notifications","idAttribute":"h_f88c721475"},{"type":"paragraph","text":"Notifications \u003cb\u003ekeep the team informed about changes or updates \u003c/b\u003ethat may not need immediate action but are important for visibility. ","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"Automating these notifications reduces manual communication while ensuring that critical information reaches the right team members.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"collapsibleSection","summary":{"type":"subheading","text":"Project and Task Updates (Click to Expand)","idAttribute":""},"content":[{"type":"unorderedNestedList","text":"- \u003cb\u003eNotify via Slack for Resolved Milestones\u003c/b\u003e: When a project milestone is marked complete, automatically send a Slack notification to keep the entire team updated on progress.\u003cbr\u003e\n \n\n- \u003cb\u003eAlert on Critical Task Changes\u003c/b\u003e: When a high-priority task is reassigned, send a Slack message to all stakeholders to clarify who is now responsible.\u003cbr\u003e\n \n\n- \u003cb\u003eEmail Updates on New High-Priority Tasks\u003c/b\u003e: Notify key team members by email when a high-priority task is created to ensure it receives prompt attention.\n \n","items":[{"content":[{"type":"paragraph","text":"\u003cb\u003eNotify via Slack for Resolved Milestones\u003c/b\u003e: When a project milestone is marked complete, automatically send a Slack notification to keep the entire team updated on progress.\u003cbr\u003e","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238924376/826e8dd935f39020995f2ddc610f/Screenshot+2024-11-04+at+13_24_10.png?expires=1732406400\u0026signature=d01e69c88fec3267b941a5d3e0632233a2207d63b9ed384f731efeaa1111ab3b\u0026req=dSIkHsB8mYJYX%2FMW1HO4zUhM8QQAJmTnkaZXf57IfBkJcUAu18siz%2BNOtITX%0Ai4OW%0A","width":2616,"height":1478},{"type":"paragraph","text":"","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"\u003cb\u003eAlert on Critical Task Changes\u003c/b\u003e: When a high-priority task is reassigned, send a Slack message to all stakeholders to clarify who is now responsible.\u003cbr\u003e","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238933872/29948e5915372617a52483920bb4/Screenshot+2024-11-04+at+13_31_59.png?expires=1732406400\u0026signature=1cf166539d0e7510f9c1902b8c903c71ecc355018af2454923fed46a5256001f\u0026req=dSIkHsB9nolYW%2FMW1HO4zTqukHKKxc%2FaEPEr02yY%2B3lNcIw5Tof92QP46yuP%0AfgsF%0A","width":2496,"height":1492},{"type":"paragraph","text":"","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"\u003cb\u003eEmail Updates on New High-Priority Tasks\u003c/b\u003e: Notify key team members by email when a high-priority task is created to ensure it receives prompt attention.","class":"no-margin"},{"type":"paragraph","text":"","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238938339/891f89b9ea47ef385e1f0e74c083/Screenshot+2024-11-04+at+13_35_43.png?expires=1732406400\u0026signature=9447900a26f8d30b5018a0e4b8afcbe59897f9c3e3ab48e34b052f92f834b028\u0026req=dSIkHsB9lYJcUPMW1HO4zRNA18mNDv5KfVQp5uVq5MV7CwkdttCK4nJMURfU%0AH4nZ%0A","width":2592,"height":1484}]}]},{"type":"paragraph","text":"","class":"no-margin"}]},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"collapsibleSection","summary":{"type":"subheading","text":"Invoice Updates (Click to Expand)","idAttribute":""},"content":[{"type":"unorderedNestedList","text":"- \u003cb\u003eInvoice Draft Notification\u003c/b\u003e: When an invoice is created in draft mode, notify the finance team to review and finalize it.\u003cbr\u003e\n \n \u003cbr\u003e\n- \u003cb\u003eTrack Changes in Invoice Status\u003c/b\u003e: If a custom field changes on an invoice, automatically create a comment or send an email to the finance team for further review.\n \n \u003cb\u003eTip:\u003c/b\u003e In the \"Check if\" step, locate the custom field \u003cb\u003eby its name\u003c/b\u003e to ensure the correct field is identified.\u003cbr\u003e\n","items":[{"content":[{"type":"paragraph","text":"\u003cb\u003eInvoice Draft Notification\u003c/b\u003e: When an invoice is created in draft mode, notify the finance team to review and finalize it.\u003cbr\u003e","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238946357/6fea6a90f5d11325ecea76438fe5/Screenshot+2024-11-04+at+13_42_22.png?expires=1732406400\u0026signature=f49245247e99b65d39d2852fd626c064f20009dd46a91f9bf081204b15aa41ac\u0026req=dSIkHsB6m4JaXvMW1HO4zcq6mOjwScztnjk6XJa%2FlGC3DLm5ExhzPEAJ64Ir%0AQp6f%0A","width":2654,"height":1490},{"type":"paragraph","text":"\u003cbr\u003e","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"\u003cb\u003eTrack Changes in Invoice Status\u003c/b\u003e: If a custom field changes on an invoice, automatically create a comment or send an email to the finance team for further review.","class":"no-margin"},{"type":"paragraph","text":"","class":"no-margin"},{"type":"paragraph","text":"\u003cb\u003eTip:\u003c/b\u003e In the \"Check if\" step, locate the custom field \u003cb\u003eby its name\u003c/b\u003e to ensure the correct field is identified.\u003cbr\u003e","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238952149/282fdca160f29dedb57b7ee584ac/Screenshot+2024-11-04+at+13_46_22.png?expires=1732406400\u0026signature=c2ec51b6a3044c33dc4fad7298d0e994489de3cad7d5104af60c10dd3d154739\u0026req=dSIkHsB7n4BbUPMW1HO4zSqDiBMIQxy5voCkq5L9QTi1uGoBrd0ZLbHgYop0%0Akiv5%0A","width":2586,"height":1488}]}]},{"type":"paragraph","text":"","class":"no-margin"}]},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"collapsibleSection","summary":{"type":"subheading","text":"Deal Updates (Click to Expand)","idAttribute":""},"content":[{"type":"unorderedNestedList","text":"- \u003cb\u003eNew Deal Created:\u003c/b\u003e When a deal is created, automatically add a comment prompting a review of the services and other important details included.\u003cbr\u003e\n \n\n- \u003cb\u003eDeal Status Change:\u003c/b\u003e When a deal is won, lost, or updated, send a notification to Slack with relevant emojis to indicate the status:\n - 🎉 Deal Won\n - 😞 Deal Lost\n - 🔄 Deal Updated\u003cbr\u003e\n","items":[{"content":[{"type":"paragraph","text":"\u003cb\u003eNew Deal Created:\u003c/b\u003e When a deal is created, automatically add a comment prompting a review of the services and other important details included.\u003cbr\u003e","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238962647/fe601b4c13e77ffb25826ba14af3/Screenshot+2024-11-04+at+13_53_38.png?expires=1732406400\u0026signature=e66165395dd9c451c6c4c4a81854f596f8327506c90099116c9b9dd7a576956e\u0026req=dSIkHsB4n4dbXvMW1HO4zbwkp5%2B7AWyfN4tBCnZncqNOpObaUPnJNH1%2F2CsX%0A%2Fh75%0A","width":2618,"height":1478},{"type":"paragraph","text":"","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"\u003cb\u003eDeal Status Change:\u003c/b\u003e When a deal is won, lost, or updated, send a notification to Slack with relevant emojis to indicate the status:","class":"no-margin"},{"type":"unorderedNestedList","text":"- 🎉 Deal Won\n- 😞 Deal Lost\n- 🔄 Deal Updated\u003cbr\u003e","items":[{"content":[{"type":"paragraph","text":"🎉 Deal Won","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"😞 Deal Lost","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"🔄 Deal Updated\u003cbr\u003e","class":"no-margin"}]}]},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238966602/b7fa4b5e00e47300b0df8903de4d/Screenshot%2B2024-11-04%2Bat%2B13_56_11.png?expires=1732406400\u0026signature=125750f84ec0f880eb615db31b3564c27f41b2b3c71481266ab292d61bfa11e9\u0026req=dSIkHsB4m4dfW%2FMW1HO4zUUDg1vDCIfvEsz8eNHkYzHRU5xA4haVVhnfkg7I%0A459c%0A","width":2580,"height":1482}]}]}]},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"collapsibleSection","summary":{"type":"subheading","text":"Budget Updates (Click to 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","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"paragraph","text":"This prevents potential workflow interruptions or future project delays.","class":"no-margin"},{"type":"paragraph","text":" ","class":"no-margin"},{"type":"collapsibleSection","summary":{"type":"subheading","text":"Task Alerts (Click to Expand)","idAttribute":""},"content":[{"type":"unorderedNestedList","text":"- \u003cb\u003eMissing Due Date Warning\u003c/b\u003e: If a task is created or updated without a due date, generate an alert (to-do) to prompt the project manager to add one. \u003cbr\u003eThis ensures all tasks are accurately tracked and completed on time.\u003cbr\u003e\n \n\n- \u003cb\u003eAlert for Completed Tasks Without Time Logged\u003c/b\u003e: If a task is marked ('Workflow status has changed to Closed') as complete but has no tracked time, generate an alert in Slack or add a comment prompting the team member to log 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details.\u003cbr\u003e","class":"no-margin"},{"type":"image","url":"https://downloads.intercomcdn.com/i/o/fb4269c7d05ac700cbaddefb7bd5862f69a2b21b/1238991774/161a865b46252da889126651d397/Screenshot+2024-11-04+at+14_15_01.png?expires=1732406400\u0026signature=537528fd75e6e5f1cd765c2a9b26d514c98e05b2e3bb3346c170f7600bf3e174\u0026req=dSIkHsB3nIZYXfMW1HO4zWheQljIDKFRmRahK%2BnNOSPF46Fetetbr%2FT64FFD%0AoUx%2B%0A","width":2650,"height":1482},{"type":"paragraph","text":"\u003cbr\u003e","class":"no-margin"}]},{"content":[{"type":"paragraph","text":"\u003cb\u003eAlert for Changes in Budgets\u003c/b\u003e: If services or the budget total on a budget are changed, affecting the \u003cb\u003erevenue\u003c/b\u003e, generate an alert to the budget owner to 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