Automations

Automations in Upbase simplify your workflow with rule-based logic. Set a trigger event, define what actions should follow, and save time on repetitive work.

What are Automations?

Each automation in Upbase includes:

Trigger – The event that starts the automation (e.g., when a task is created or moved).
Action(s) – The steps that happen automatically (e.g., assign the task, change due date, add a tag).

You can set multiple actions for each automation to build efficient workflows.

Examples of Automations

Here are some examples of what you can do with Upbase Automations:

When a task is moved to "Completed", mark it as complete.
When a task is added to the "In Progress" list, assign it to a team member and set the due date to 3 days from now.
When a task is created, automatically add a tag and share it with guests.

Permissions

Workspace owners and admins: Can add, edit, and delete any automation.
Regular members: Can only add, edit, and delete their own automation rules.
Guests: Can view existing automations but cannot create or modify them.

Automations are currently only available on the web app. They do not work on the mobile app yet—but we’re working on it!
Automations cannot trigger other automations. For example, if one automation moves a task, it will not trigger another automation based on that move.
Each automation supports only one trigger, but you can add multiple actions to it.

Available Triggers

These are the events that can start an automation in Upbase:

Task is added
Task is marked as complete
Assignee is added
Tag is added
Tag is removed
Task is moved to another section
Priority is changed
Custom field is changed
Due date is changed
Start date is changed
Task is shared with guests
(More triggers coming soon)

Available Actions

These are the actions you can automate in response to a trigger:

Add assignee
Add watcher
Mark task complete
Mark task incomplete
Remove assignee
Remove watcher
Change priority
Add tags
Remove tags
Share task with guests
(More actions coming soon)

How to Create an Automation

Go to the list you want to create automations, then click the lightning bolt icon in the upper-right corner:

In the Automations modal, click Add Rule. Choose a trigger and one or more actions, then click Save – your automation is now active!

For guest-related actions, such as adding guests as assignees or watchers, always include the action "Share task with guests". Otherwise, the guests will not be able to access the task.

Managing Automations

Edit: Click on an automation to modify its trigger or actions.
Disable/Enable: Temporarily turn off an automation rule without deleting it.
Delete: Remove the automation if it's no longer needed.