Automate work across projects with workspace automations

One rule for many projects

0:02Workspace automations update work items for you, using rules you define once in the workspace. They're part of Enterprise Grid.

0:12Each automation has a trigger, optional conditions, and actions. It runs the same way in every project you choose.

0:21You'll build one for new change requests, turn it on, and check what it did. Let's take a closer look.

Build the rule once

0:33As a workspace admin, open Workspace settings, then Automations. The automations Workspace Governance moved up from projects are already here, each still linked to its project.

0:46Choose Create automation and name it Prioritize new work. Under Select projects, pick Payments Platform, Risk Engineering, and Mobile Banking.

1:00The other choice, All projects, covers every project in the workspace, including projects created later.

1:08Add the trigger. Under Plane events, choose Work item created. Others fire on an update, a change of state or assignee, or a new comment.

1:21Add the condition Type is Change request, so the rule acts only on change requests. Conditions can also test state, priority, labels, and assignees.

1:35Then add two actions. Change property sets Priority to High, and Add comment asks for a risk review. Actions run in the order you add them.

1:49The page now reads as one rule: if a work item is created, provided its type is Change request, set its priority and add the comment.

Turn it on across projects

2:03A new automation stays off until you enable it, and Enable needs a trigger and at least one action. Choose Enable, and the list shows it as Active.

2:16From then on, it runs each time a work item is created in those three projects. No project has to copy the rule.

2:25With Workspace Governance on, each project lists the automations linked to it. Project admins can view their activity, but can't edit triggers or actions.

2:37To change the rule later, edit it here, even while it's enabled. The next work item in every linked project follows the change.

2:47To stop the rule in every project at once, choose Disable. An automation must be disabled before you can delete it.

See what it did

3:00Now a project lead creates a change request in Payments Platform, with no priority. Moments later it's High, and the risk review comment is there.

3:12The work item's activity shows both changes, made by the automation's own bot user.

3:19Back on the automation, open Activity. Run history lists each run with its work item, its time, and how long it took. Expand a run to see who triggered it.

3:32A work item that fails the condition still makes a run, marked failed. This task in Mobile Banking fired the trigger, the condition stopped it, and nothing changed.

3:44The feed also records changes to the automation: who created it, and each step added or changed. Those changes aren't in the workspace audit log.

3:56In the list, Last run status shows the latest result, and Executions counts successful runs out of all runs.

Review the automation

4:07Prioritize new work is defined once, runs the same trigger, condition, and actions in all three projects, and records every run.