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