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Automations are pre-defined rules that trigger specific tasks or actions when a certain condition is met. The rules follow the below format:
When x action is performed, y action is triggered.
For example - the rule: "When Idea is #mentioned in another Idea description then link them as Related" means that when an Idea is mentioned in another Idea description, the Automation will link both Ideas as related.
The aim of Automations is to streamline and simplify how you organise data in ProdPad, saving you time and effort.
If you don't see the rule you need in the automation list, you can request it by clicking this link here. If we receive enough requests for that particular rule, we'll add it to the Automations for you. You'll also be able to access the request from by navigating to Settings > Account Settings > Automations and clicking the "Request an automation" button.
1. Automations principles
Before using Automations, it's a good idea to familiarise yourself with how the rules work, and the parts of ProdPad they affect.
- Automation rules will not overwrite or delete data, only add. For example - the rule 'When Idea is linked to Initiative then inherit Initiative tags' means theidea will inherit tags from an initiative, and also retain any tags already added to it.
- Many of the rules work with the Idea and Feedback states - Unsorted, Backlog and Archived. Here's our guide to using those states, and how they apply to your product processes.
- Another key area that the rules affect is Idea and Feedback attributes - specifically - products, personas and tags. Learn more about using Idea attributes, and Feedback attributes.
- 'Add attribute' type rules do not apply retrospectively. For example - with the rule 'When Feedback is linked to Idea then add Feedback attributes to Idea' enabled, when a piece of feedback is linked to an idea, the idea will inherit the existing products, personas and tags from the feedback. Any new attributes added to the feedback after it's been linked to the idea, eg. a new tag, will not automatically be inherited by the linked idea.
2. How to use an Automation
Navigate to Settings > Account Settings > Automations.
From here, you can toggle on and off the automations you'd like to use. The green toggle indicates the automation is on, and the grey toggle indicates the automation is off.
3. How to select Automation rules
From the Automation rules screen, you can choose which rules you'd like to apply to your account by toggling them on. If you want to stop using a rule, you can come back to the Automation menu at any point and toggle the rule off.
4. Summary of Automation rules
The automation rules are broken down into two categories - Ideas and Feedback.
When an idea is #mentioned in the description of another idea - the ideas will be linked as related.
When an idea is linked to an initiative, the initiative tags will be added to the idea.
When an unsorted idea's workflow stage is changed, the idea will be moved to Backlog.
For this last rule, you have the option to select the desired workflow stage and idea state from the dropdown menus.
Once selected, the rule will automate the idea to be moved into the selected state once it has been moved into the required workflow stage.
When Feedback is linked with an Idea, the existing Feedback attributes (products, personas, tags) will be added to the Idea.
When an Idea is linked with Feedback, the existing Idea attributes (products, personas, tags) will be added to the Feedback.
5. Breakdown of Idea Automations
Link Ideas when #mentioned
To mention an Idea, type # followed by the name or ID numbers of the Idea you want to link. If there are spaces in the Idea name, you'll need to type the full name of the Idea without any spaces. For example, CSV importing would be #csvimporting
After a few minutes, the mentioned Idea will appear as a related, linked Idea. This guide goes into further detail about linking Ideas.
Add Initiative tags to Ideas
Tags can be added to roadmap Initiatives, and are a useful way to add another layer of data to your roadmaps, helping you drill down into specific aspects of work using the tag filters.
When the Inherit Initiative Attributes rule is enabled and an Idea is linked to an Initiative, the Idea will automatically inherit the Initiative's tags.
You can add Ideas to an Initiative from within the card itself, in the Ideas tab.
You can also connect ideas and initiatives from within an idea, by clicking + Add once an idea has been linked to a product.
For any inherit Automation to work, tags need to be in place before being linked. Tags added to an Initiative after it's linked to an Idea will not be automatically inherited.
Move unsorted Ideas to Backlog when workflow stage changes
You can view the workflow stage of an Idea at any time by accessing the workflow stage menu from within the Idea. From here, you can choose the workflow stage for that Idea.
Once the unsorted Idea is moved into the required workflow stage, the automation will automatically update the Ideas state to backlog.
When an Idea reaches a specific workflow stage then change its state
This rule allows you to set an automation that will change an Ideas state once it reaches a specific workflow stage. You can do this by selecting the desired workflow stage from the dropdown menu, followed by the desired Idea state from the dropdown menu.
Once the Idea reaches the desired workflow stage, its state will be automatically updated to the selected Idea state set in the rule.
6. Breakdown of Feedback Automations
Add Feedback attributes to linked Idea
This rule means that feedback attributes (products, persona and tags) will be automatically added to the Idea when the two are linked. This guide explains how to link Ideas and Feedback.
For the inherit Automation to work, attributes need to be in place before being linked. Attributes added to Ideas after it's linked to a piece of Feedback will not be automatically inherited.
Add Idea attributes to linked Feedback
Like the above, this automation means that Idea attributes (products, persona and tags) will be automatically added to Feedback when the two are linked. This guide explains how to link Ideas and Feedback.
For the inherit Automation to work, attributes need to be in place before being linked. Attributes added to Feedback after it's linked to an Idea will not be automatically inherited.