Idea Automations

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• Availability
  • Plan: All
• Roles and Permissions 
  • Enable Automation: Admin
  • Edit Automation: Admin
  • Delete Automation: Admin

Idea Automations

Idea Automations are pre-defined rules that trigger specific tasks or actions related to your Ideas when a certain condition is met. The rules follow the below format:

When x action is performed on an Idea, y action is triggered.

For example – the rule: “When an Idea is #mentioned in another Idea’s description, then link them as Related” means that when one Idea is mentioned inside another, the Automation will automatically link them together as related Ideas.

The aim of Idea Automations is to streamline and simplify how you organize and manage Ideas in ProdPad, helping you save time, maintain consistency, and keep your Idea backlog tidy and connected.

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. 

Available 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. 

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. 

Archive Feedback when Idea is archived

This rule allows you to enable an automation so that whenever an Idea is archived, any Feedback linked to that Idea will also be archived. 

Change state to Backlog when added to Initiative

This rule will allow you to change an archived or unsorted Ideas state to Backlog when it is added to an Initiative. 

Publish Idea on Feedback Portal

The rule allows you to publish an Idea to a Feedback Portal when the Idea reaches a set workflow stage.

Send an Email when an Idea reaches a Workflow Stage

This rule allows you to automatically send a system-generated email when an Idea reaches a specific stage in your workflow.

When an Idea reaches the workflow stage specified in the Automation setup, an email will automatically be sent to the recipient defined in the email field.

The email will notify the recipient that the Idea has reached the specified Workflow Stage.

Send an email with a Contact List (CSV) when an Idea reaches a Workflow Stage

The rule allows you to send a system-generated email with a list of Contacts from any Feedback linked to an Idea once it reaches a certain Workflow Stage.

Once the Idea reaches the workflow stage selected in the automation configuration, an email will be sent to the recipient entered into the automation email field, including a CSV file containing the contacts from the linked Feedback.

The email will then be delivered to the recipient, notifying them that the Idea has reached the specified Workflow Stage and providing the associated contact list as an attachment.