Skip to main content
Automating Tasks
Updated over a week ago

In this video:

  • About Automation

  • Add Automation

About Automation

Automation is applied to Tasks, Subtasks or Client Requests (within a Task). You can add it in the Task Workspace after creating a Task or Subtask.

Automation is set up with conditions and actions or you can think of it as “if-then statements”.

You likely learned Apollo Root Cause Analysis methodology in math class. (If you haven’t, where have you been?) Anyway, it states that conditions and actions must coexist for something to happen. Well, that’s exactly what automation is!

For example, we could create an automation for when a task reaches a certain status (Ready), to assign the task to a member of your team.

So as you can see the condition or if is "When the task has a status of Ready ”. This is followed by the action or then is "Set assignee to Angela Martin."

Add Automation

Let’s build out an example of managing hand-offs between team members.

We will start by selecting an existing task and adding a due date.

Then let’s set up the automation.

  1. Select Add Automation.

Next, you’ll decide on two things:

  • A Condition

  • And an Action

Remember: Conditions are “if” statements. Think “if” or “when this happens”...And Actions are “then” statements - what should happen next?

You’ll start with Conditions first. Click on the first dropdown. Some examples include:

  • When the task status is …

  • When a task is approaching a date

  • When the task reaches a date

  • When the task is past a date

Select Condition as “When the task is approaching a date”

  1. Enter some days (let’s go with 3)

  2. Then choose a date type (due date)

Then you’ll pick what should happen when the condition is met as your action:

  1. Select Action as “then set assignee(s)”

  2. Select the team members that should be assigned to this.

Once you’ve set your condition and action, go ahead and click Add Automation. Automations require both the condition and action before doing this (just like ice cream and a cone).

When you’ve added your automation, you’ll see a summary of your if-then statement under Automation. You’re all set!

Editing an Automation

To edit automation, simply click on the three dots icon to the right of the if-then statement.

Then you can make any edits.

You can use this process to add automation to any task, subtask or client request either when you create the task or after it is created. You can continue to add additional automation steps as desired.

How Actions are Determined

It’s worth noting that Canopy automatically chooses actions that are compatible with your chosen condition. In other words, actions are the consequence of your conditions! This reduces some mental load, thankfully!

For example, say you are setting up automation with a condition as a date approaches, an email should be sent to a contact. If that contact doesn’t have an email, then the option for email action does not appear! But adding an email to that account makes the option appear.

Handling Errors

One thing to watch out for with automation is deleting elements of your conditions and actions. This might happen with a Custom Date that is used as part of the condition, but then later on, is deleted. Simply add a new date to fix the issue!

Did this answer your question?