AUTOMATIONS

  • 0
  • 1
  • Question
  • Updated 2 months ago
  • In Progress
I am trying to get rid of our template and Import All Tasks button on the project.
Was excited to try the newer Automations function however it is not working as expected.

When a new project is created, i need to add the first task "RFQ Document Upload". 

Ideally, i would like to be able to do the following

1. when a project is added, add RFQ Document upload task to the task table.
2. When RFQ Document upload task is complete, add BOM COSTING task to the task table.
3. When BOM Costing task is complete, add BOM REVIEW/TOOLING/LABOR task to the task table.
4. When that task is complete, add SALES Review & Quote task. 

I am starting safe and only setting up the first action [add first task when project is added]. This is not working. I add a new project and the tasks table is still empty after saving. 




Photo of mkosek

mkosek

  • 776 Points 500 badge 2x thumb

Posted 2 months ago

  • 0
  • 1
Photo of mkosek

mkosek

  • 776 Points 500 badge 2x thumb
OKAY, so i have realized the automations are creating the first task, however it is not showing up on the "related tasks" table on the project. solution?
Photo of QuickBaseCoach App Dev./Training

QuickBaseCoach App Dev./Training, Champion

  • 52,928 Points 50k badge 2x thumb
Did you remember to populate the field [Related Project] with the Record ID of the project record?
Photo of mkosek

mkosek

  • 776 Points 500 badge 2x thumb
Where and when do i populate the field [related project]? I thought the point of the automations is to automatically create a task based on the new project created. 

Related field is not an option as a field i can choose on my automation setup. Even thought it IS a field used in my tasks if i setup manually.
Photo of QuickBaseCoach App Dev./Training

QuickBaseCoach App Dev./Training, Champion

  • 52,928 Points 50k badge 2x thumb
Automations are smart but then dint read your mind.

You need to add a field to be populated when you are creating the Task. That field is typically called Related Project and the Automation will allow you to click on the “lines” to the right side of that field and select which fields from Projects to populate it with. So choose Record ID.
Photo of mkosek

mkosek

  • 776 Points 500 badge 2x thumb
Will this only need to be done at setup? or will our users need to select the project each time? sorry i am obviously confused about this. If there is a help link you could send me i would be glad to read it. I already read the INFO page as well as went through the QB University training. Must be missing something here.

do i need to create a new field called related project in Tasks or Projects? I already have a field, Project name, in Tasks - which is a relationship field. It pulls the related project name.
Photo of QuickBaseCoach App Dev./Training

QuickBaseCoach App Dev./Training, Champion

  • 52,928 Points 50k badge 2x thumb
Assuming that you have a Relationship where One Project has Many Tasks, You will already have a field in a Tasks called Related Project. That is the field you need to populate.

The Automation can be set to trigger when a Project is created. That way the child Task Record will be created automatically.