Automations in Cynoia help you reduce manual work, enforce consistency, and keep your team informed by automatically reacting to task events.

Each automation follows a simple rule structure:

WHEN something happens → IF conditions are met → THEN Cynoia performs actions

Automations are configured per project and apply only within that project.

What Are Automations Used For?

You can use automations to:

• Notify teammates when something important happens

• Automatically update task properties

• Assign work based on rules

• Enforce project workflows

• React to budget or expense changes

Automations are especially useful for busy teams, time-sensitive work, and process-driven projects.

Automation Structure Explained

Each automation is made of three building blocks.

1. WHEN — Triggers

Triggers define when the automation starts.

Available triggers include:

• New task is created

• New subtask is created

• Task status changes

• Task priority is set

• Task is assigned a label

• Task is assigned to a member

• Task comment is added

• Task name changed

• Task description changed

• Task gets deleted

• File uploaded to task

• Budget threshold reached

• Expenses exceed budget

2. IF — Conditions (Optional)

Conditions define additional rules that must be true for the automation to continue.

You can add one or multiple conditions, such as:

• Task status

• Task priority

• Task has a specific label

• Task assignee

• Task has comments

• Task has files

• Task has subtasks

• Budget conditions

• Expense conditions

Conditions can be combined to create precise automations.

3. THEN — Actions

Actions define what Cynoia should do automatically when the trigger and conditions match.

Available actions include:

• Change task status

• Change task priority

• Add label to task

• Assign points to task

• Assign task to member

• Set task start/end date

• Add comment to task

• Add description to task

• Duplicate task

• Delete task

• Notify members

• Email members

• Message members

• Create subtask

You can add multiple actions to a single automation.

Example Automation

Notify the team when an urgent task is completed

Rule setup:

• WHEN: Task status changes → Completed

• IF: Task priority = Urgent

• THEN: Notify selected members

Result:

Whenever an urgent task is completed, Cynoia automatically sends a notification to the selected team members.

Automation Scope & Permissions

• Automations are project-specific

• Only users with the appropriate project permissions can create or edit automations

• Automations run automatically once enabled

Best Practices

• Start with simple automations

• Avoid over-notifying users

• Use clear status and priority naming

• Test automations before relying on them

• Document important automations for your team

What’s Next

In the next articles, we’ll dive deeper into:

• Available triggers (detailed)

• Conditions explained

• Actions explained

• Real-world automation recipes