Introduction

Automations are one of the most powerful features of Blue, and yet they have been purposefully designed to be easy to use and create. Unlike most project management systems, Blue does not limit the number of automations or how many times they can be triggered within a month.

How Automations Work

Blue supports three types of automations:

Event Automations

The most common type, event automations follow a simple pattern:

**When** something happens, **Then** do something else

• Triggers (“When”): A trigger is an event that sets off an automation. For instance, a trigger could be the completion of a record, a change in a record’s assignee, or a change in a custom field. When this predefined condition is met, the automation is activated.
• Actions (“Then”): Once triggered, an automation performs a specific action. Actions can range from sending notifications and updating record fields to creating new tasks or changing the status of a record. Actions can be chained.

Scheduled Automations

Scheduled automations run on a recurring schedule (daily, weekly, monthly, or yearly) and apply actions to records that match your criteria. This is useful for periodic tasks like sending weekly status reports or flagging overdue items every morning.

Conditional Automations

Conditional automations monitor records and trigger actions when records start matching (or stop matching) a set of filter conditions. For instance, an automation could trigger when a record’s status becomes “Complete” and it has a specific tag. This approach allows for complex, multi-criteria workflows without requiring a specific event to occur.

You can create multiple automations within one workspace to help you keep work moving forwards. You can also pause automations and resume them later by using the toggle.

A list of automations in a workspace

Each automation is tailored to a specific workspace, primarily influencing a single record within that workspace. This focused approach ensures that automations are relevant and effective in their designated context.

While most automations are workspace-specific, Blue also provides automations that can move or copy a record from one workspace to another. This feature is especially useful for workflows that span multiple workspaces or departments.

User Permissions

The creation and setup of automations are exclusively managed by Workspace Administrators. This role-based approach ensures that automations are thoughtfully crafted and aligned with the workspace’s goals and strategies. However, to maintain transparency and collective awareness within the team, all roles can view which automations are active. This visibility allows everyone in the workspace to understand the automated processes in place, fostering a shared understanding of how the workflow is enhanced and streamlined by these automations.