Workflow: Create a Task When Card Enters a Specific Status in Ontraccr
✅ Workflow: Create a Task When Card Enters a Specific Status in Ontraccr
Overview
This automation creates a task on a card whenever it moves into a specific status (column). It’s used to enforce structured follow-ups, trigger required actions, or assign work automatically based on progress in your workflow.
🎯 When to Use This Workflow
Use this when:
- You want to automatically trigger to-do items at specific workflow stages
- You want to assign work based on card movement (e.g., “Apply for Permit”)
- You need structured checklists in place as cards progress
- You want tasks to follow consistent due dates, assignments, or reminders
🧩 How to Set It Up
- Open the board where this should apply.
- Go to Settings > Workflows.
- Click the ➕ Add button.
- Set up the automation as follows:
🔧 Setup Fields
| Field | Description |
|---|---|
| Name | Label it (e.g., “Create task when card hits ‘Ready for Review’”) |
| Type | Select: Create a task when card enters a specific status |
| Status | Choose the status that will trigger the task |
| Task Setup | Create the task inline or select from a task template |
📝 Task Details to Configure
When creating the task manually, define:
| Field | Purpose |
|---|---|
| Task Title | Required — what should the task be called (e.g., “Submit for Permit”) |
| Description | Optional — any task notes or context |
| Assigned User | Choose a specific user, or use Auto-assign from Card User (recommended) |
| Due Date Logic | Set due date as X days after card enters the status, or based on a date field (e.g., “Bid Due Date”) |
| Reminders | Configure who gets reminders and when (e.g., 2 days before due) |
| Priority | Set urgency (Lowest → Highest) |
| Status | Typically starts as “To Do” |
| Attach Form (Optional) | Attach a specific form to be filled out with this task |
✅ Example Use Case
- When a project card moves to “Permit Required”, a task called “Submit City Permit Application” is automatically created
- It is:
- Assigned to the project coordinator from the card
- Due 3 business days later
- Includes a linked form to submit directly
- Sends reminders to coordinator and PM
This ensures no manual follow-up is needed — the process kicks off immediately.
🧠 Tips & Edge Cases
- The Auto-assign from Card User option is great for flexible routing
- You can create recurring tasks, though it’s mostly used for inspections
- If your board has a Form Requirement, attach it to the task so it’s accessible from My Tasks or the card
- Task appears in both the card’s Task tab and in the user’s My Tasks dashboard