Workflow: Trigger Actions When a Card Stays in a Status for Too Long
⏱ Workflow: Trigger Actions When a Card Stays in a Status for Too Long
Overview
This workflow allows you to automatically trigger actions if a card remains in a specific status for a defined amount of time. You can configure the workflow to:
- Create a task
- Send an email
- Change the card color
This is ideal for flagging delays, enforcing response time standards, or triggering follow-up actions automatically.
🎯 When to Use This Workflow
Use this when:
- A card is sitting too long in a certain stage and needs attention
- You want to alert or assign someone after a delay
- You want to visually flag aging cards in high-volume workflows
- You need to kick off escalation or service-level workflows
🧩 How to Set It Up
- Go to Board Settings > Workflows
- Click ➕ Add
- Choose the workflow type:
“Trigger action when card stays in a status for a period of time”
- Configure the following fields:
🔧 Setup Fields
| Field | Description |
|---|---|
| Workflow Name | Give it a name (e.g., “Flag if stuck in Review”) |
| Trigger Status | Choose the column to monitor |
| Time Duration | Set how long the card can remain there before the workflow fires |
| (15 minutes minimum; can use minutes, hours, or days) | |
| Action Type | Choose one of: |
| • Create Task | |
| • Send Email | |
| • Change Card Color |
🛠 Action Types in Detail
✅ 1. Create Task
- Define task title, due date, assignee (static or “same as card user”)
- Optional: attach a form, configure reminders, and set priority
📧 2. Send Email
- Choose recipients (can include card assignee, admin, or specific user)
- Customize the message to explain the delay or next steps
🎨 3. Change Card Color
- Visually flag the card by changing its color after the threshold is reached
- Great for triaging cards quickly on high-volume boards
✅ Example Use Cases
| Scenario | Workflow Trigger | Result |
|---|---|---|
| Card sits in “Needs Review” for over 48 hours | Create Task | “Follow up on pending review” assigned to PM |
| Card in “Waiting on Client” for 5 days | Send Email | Reminder sent to coordinator and account lead |
| Card in “Estimate Review” over 1 day | Change Color | Card turns red for quick visual alert |
🧠 Tips & Edge Cases
- This only tracks how long a card stays in a single status
- Multiple workflows can be created for different statuses and time windows
- Pair this with Time-in-Status sorting for actionable dashboards
- Use task or email options for action — use color changes for visibility