Rocketlane now introduces scheduled automations, aimed at simplifying your workflow by automating tasks based on a predefined schedule. With "set schedule" triggers, you can effortlessly schedule your regular scrum meetings and daily stand-ups, while choosing how often, when, and where they happen to keep everyone in the loop. Thus allowing your team to convene automatically while you focus on project insights and work that matter.
In this article:
- Automate QBRs, steer-co meetings and stand-ups:
- Update Status Duration (Flag delayed tasks)
- Effortless daily reminders on updating task notes:
Scheduled automations are triggered in response to time-sensitive events happening in the background. These triggers can automate significant events like Quarterly Business Reviews (QBRs), Steer-co meetings, and stand-ups, removing the need for manual intervention and notifying stakeholders effortlessly.
“Set schedule” triggers functions as a member in your team by monitoring on-hold tasks daily and offering visibility into potential risk factors caused by delayed tasks. It ensures client accountability through seamless scheduling of reminders and prompts, urging both internal project members and external clients to fulfill their responsibilities on time and on schedule.
In this article you will learn how to set up and run automations based on schedules to enhance your workflow efficiency!
To set a schedule automation,
Navigate to your avatar
Select Settings and scroll down to Advanced section
Select Automations and create new automation
Let’s take a few sample use-cases to discern scheduled automations:
Automate QBRs, steer-co meetings and stand-ups:
For instance, automate your steer-co meetings with customers during specific project stages. With scheduled automations, effortlessly gather team members, construct emails, and set up the entire process to run seamlessly.
Add Set Schedule Trigger:
Select "Set Schedule" as the trigger if you want to establish time as the trigger for your automation's execution.
Set the schedule for projects/tasks and specify the recurring frequency (daily, weekly, or custom).
If choosing weekly, designate the day of the week for automation execution; if monthly, specify the day of the month.
Set the start date, time, and the timezone for the execution.
Add condition: (optional)
If you want to schedule QBR for projects with ARR greater than 4k or with company name as Acme, you can add that as a condition
Add action:
In our scenario, the action involves sending reminders, and Rockelane offers flexibility through Slack or email
Provide the recipient's address, subject, and description.
Include the reply-to address.
Save the action
Update Status Duration (Flag delayed tasks)
Set a schedule to monitor on-hold tasks that repeat every day to update the on-hold duration.
Add Set Schedule Trigger:
Select "Set Schedule" as the trigger if you want to establish time as the trigger for your automation's execution.
Set the schedule for projects/tasks and specify the recurring frequency (daily, weekly, or custom).
If choosing weekly, designate the day of the week for automation execution; if monthly, specify the day of the month.
Set the start date, time, and the timezone for the execution.
Add conditions:(optional)
For instance, in our example, add conditions to trigger the automation if a task is “on hold” status
Add action:
Now, if you have a custom number task field called “on hold duration” you can add conditions to measure the duration the task remains in the “on hold status” using “update project field” action and “add value” as 1 day, for every day the task remains on the on hold status.
Save the automation and you are good to go!
Effortless daily reminders on updating task notes:
If you conduct daily scrum meetings with your teams and want to ensure timely reminders and updates for the stand-up notes, use automations to automate this workflow effortlessly.
Add Set Schedule Trigger:
Select "Set Schedule" as the trigger if you want to establish time as the trigger for your automation's execution.
Set the schedule for projects/tasks and specify the recurring frequency (daily, weekly, or custom).
If choosing weekly, select the day of the week for automation execution; if monthly, specify the day of the month.
Set the start date, time, and the timezone for the execution.
Add Conditions (Optional):
For instance, in our example, add conditions to trigger the automation if project name is “Acme”.
The time trigger will monitor tasks in the project “Acme” and If the condition is met, a reminder will be sent to the task owner every other day.
Add Actions:
In our scenario, the action involves sending reminders, and Rockelane offers flexibility through Slack, email, or third-party tools using webhooks or HTTPS requests.
Provide the recipient's address, subject, and description.
Include the reply-to address.
Construct the subject line and body of the email to remind task owners to update their notes before stand-ups