---
title: "Workflow: Trigger Actions When a Card Stays in a Status for Too Long"
url: "https://help.ontraccr.com/en/article/workflow-trigger-actions-when-a-card-stays-in-a-status-for-too-long"
language: "en"
last_updated: "2025-05-27T17:41:12.809Z"
---

# 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**

1.  Go to **Board Settings > Workflows**  
     
2.  Click ➕ **Add**  
     
3.  Choose the workflow type:  
     **“Trigger action when card stays in a status for a period of time”**  
     
4.  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