Workflow: Create a Card When Project Type Is Changed in Ontraccr
🔄 Workflow: Create a Card When Project Type Is Changed in Ontraccr
Overview
This automation creates a board card when an existing project’s type is changed. It’s useful when projects start in one category (like general intake) and are later reclassified into a trackable type (e.g., “Service Job”, “T&M”, “Contract Job”).
🎯 When to Use This Workflow
Use this when:
- You want to trigger board tracking only when a project is confirmed as a specific type
- You start projects in a general “intake” status and sort them later
- You manage different boards by project type (e.g., one board for contract jobs, another for maintenance)
🧩 How to Set It Up
- Open the board where the new card should appear.
- Go to Settings > Workflows.
- Click the ➕ Add button.
- Fill out the workflow setup:
🔧 Setup Fields
| Field | Description |
|---|---|
| Name | Name the workflow (e.g., “Create card when type = Slurry Wall”) |
| Type | Select: Create a card when project type is changed |
| Trigger Type | Select the specific project type that should trigger this workflow |
| Initial Status | Select the status (column) where the card will be created |
| Initial Color | (Optional) Assign a card color |
| Mapping | Choose project fields to map into the card |
🔁 Field Mapping Options
Map any relevant project data to the board card:
- Project Name → Card Title (🟢 Required)
- Client, Estimator, Budget
- Project Start/End Dates
- Project Type (if needed for filtering or task logic)
✅ Example Use Case
- A company syncs projects from their accounting software as “general” type
- Once a project is edited and changed to “Service”, this automation triggers:
- A card is created in the Service Projects board
- Mapped fields include Project Name, Estimator, and Client
- PM team is assigned automatically
This ensures tracking only begins when the project classification is confirmed.
🧠 Tips & Edge Cases
- Make sure your account has defined project types set up in the system
- This automation only runs when the type changes — it doesn’t re-run if you switch back and forth
- Great for routing different project types to different boards automatically
- Combine with card assignment rules or task automations for a complete handoff