Workflow: Create a Card When a Project Is Created in Ontraccr
🏗️ Workflow: Create a Card When a Project Is Created in Ontraccr
Overview
This automation creates a board card automatically when a new project is created in Ontraccr. It’s a key workflow for tracking job progress, triggering estimating or setup tasks, or connecting your boards directly to project creation events.
🎯 When to Use This Workflow
Use this when:
- You want every new project to generate a card on a board automatically
- You need to connect boards with the project lifecycle
- You want to avoid manually recreating info across the system
- You track project health, documents, or setup tasks through a board
🧩 How to Set It Up
- Open the relevant board
- Go to Settings > Workflows
- Click the ➕ Add button
- Configure the workflow as follows:
🔧 Setup Fields
| Field | Description |
|---|---|
| Name | Name your workflow (e.g., “Auto-create card for new projects”) |
| Type | Choose: Create a card when a project is created |
| Trigger Scope | Choose whether to apply to all projects or only specific project types |
| Initial Status | Select the board status (column) where the card will appear |
| Initial Color | (Optional) Assign a color for quick visual ID |
| Mapping | Map project fields to card fields (see below) |
🔁 Field Mapping Options
Map any standard or custom project field into card fields:
- Project Name → Card Title (🟢 Required)
- Client → Linked Client
- Project Type
- Estimator
- Start/End Dates
- Location, Budget, or Custom Tags
Only the title mapping is required, but the more you map, the more complete the card will be.
✅ Example Use Case
- When a new project is created for a contract job, a card is automatically added to the Project Tracker board
- Mapping includes:
- Project Name → Card Title
- Estimator → Assigned User
- Project Value → Custom Card Field
- Linked to Client
This gives the PM team immediate visibility and allows automation to take over from there.
🧠 Tips & Edge Cases
- You can use this automation for all project types or restrict it (e.g., only for “Contract Jobs” or “Service Requests”)
- Combine with a timeline view to auto-visualize project dates
- If your card has a date field, consider mapping the project’s start/end to that
- Use task automations triggered by the new card to begin your project startup checklist