Triggers and actions

Each transition of a process has one trigger and any number of actions. The trigger decides when the card moves to the next state. The actions run, in order, when it does.

Open a transition

In the process editor, click a transition in the Transitions card. Its page shows the trigger and the actions.

1. Trigger shows what moves the card on. Click it, or Edit trigger in the header, to change it.
2. Click an action to edit its settings in the side panel.
3. Add action adds an action at the end. Use an action’s ⋯ menu to move it up or down or delete it.

An action whose settings are incomplete shows a red warning sign until you fill them in.

Triggers

Trigger	The card moves on when…
On execution start	The process starts. Only the first transition uses it.
When action item done	The person finishes an action item created earlier in the process.
When action item is cancelled	That action item is cancelled instead.
On approved	An approval request created earlier is approved.
On rejected	That approval request is rejected.
When field changes	A property of the card changes to match the condition you set.
When card matches	The card matches a set of conditions, checked whenever it changes.
When required fields are filled	Every required property of the card has a value.
On sub processes done	Every process this one started has finished.
When subprocess matches	All, any or none of the processes it started reach the states you pick.
Wait until	A date and time is reached, either fixed or taken from the process.

Conditions compare a property with a value: equals, does not equal, contains, greater or less than, between, or is set. For lists of values you can ask for all, any or none of them, or compare the list’s size.

Actions

Action	What it does
Create Action item	Gives a person a to-do with a title and due date. They can be asked to fill in results when they close it.
Request approval	Asks one or more people to approve or reject. Turn on Review for a review instead of an approval.
Update card	Sets properties of the card.
Create card	Creates a new card of a type you pick.
Add relation	Links the card to other cards through one of its type’s relations.
Add Tag	Adds one of the type’s tags to the card.
Run process / Cancel process	Starts another process, or cancels one.
Cancel Action item	Cancels an action item created earlier.
Lock card / Unlock card	Stops or allows changes to the whole card.
Lock section / Unlock section	Stops or allows changes to the type’s or a tag’s properties.
Lock field / Unlock field	Stops or allows changes to chosen properties.

Set up an action item

1. Open the transition, click Add action and choose Create Action item. Its panel opens on the right.
2. Enter the Title of the to-do, for example Write the spec.
3. Pick the Employee who should do it. Click + next to the field to take the value from somewhere else instead, such as the card’s Owner.
4. Click Save.

The panel also has a Due date, Rollback (on by default: undo this step if the action item is cancelled), Ask all required fields, and Add result for values the person fills in when closing the to-do. A result can be saved to a property of the card or kept in the process for later steps.

Take values from the card or the process

Every value in an action can be fixed or taken from somewhere else. Click + next to a field to choose where it comes from.

• Request from user asks the person who starts the process to enter the value.
• Current user and Execution initiator fill in the person who is acting or who started the process. Date fields offer the current date the same way.
• The numbered entries use what an earlier step produced, such as the person who closed 1: Write the spec.
• A card field, such as Owner, takes the value from the card.
• Empty value clears the field, and Custom value goes back to a fixed value.

After you pick one, the value shows as a chip. Its menu adds functions such as Append, Replace or date offsets, marks it Required, or gives it a fallback value.

See what each step produces

Click Data in the editor’s header to list what the steps create, numbered in order: action items, approval requests, cards and relations. Triggers and later actions refer to them by these numbers, for example 1: Write the spec.

Click an entry to open the transition that creates it.