Introducing Board Automations: Automate Repetitive Tasks & Optimize Your Workflow

Ever feel like you're spending too much time on repetitive tasks?

Constantly updating statuses, moving items around, or trying to remember who needs to be informed of what?

What if your board could do all that for you?

That’s right — Plaky now has board automations!

About automations in Plaky

Board automations are rules you can set up in Plaky to trigger specific actions automatically.

Think of them as a simple "When this happens, then do that" system. They can handle a wide range of tasks, like updating Fields, moving Items, and managing who's subscribed — all without you lifting a finger.

Board automations work with your Items, Subitems, or even a combination of both, giving you granular control over your workflow.

→ Key benefits

Plaky's board automations go beyond simply saving clicks — they transform how you work. Once set up on your Boards, you can:

Reclaim your time

Let automations handle repetitive tasks to free up time for strategic work.

Boost your output

When tasks move automatically, your entire workflow accelerates.

Reduce errors

Automations ensure consistent execution, minimizing human error.

Maintain consistency

Ensure every process follows the same steps, every single time.

Streamline communication

Keep everyone informed automatically by managing subscriptions.

Sharpen your focus

Delegate routine tasks to automations to concentrate on high-priority objectives.

How to set up board automations

To get started, simply navigate to any board you're working on.

In the top right corner, you'll find the Automations button, which leads you to the Automation center. This is your hub for creating new automations and managing existing ones.

The basic formula for any automation is pretty straightforward:

When something happens (Trigger) → If a condition is true (this step is optional) → Then do something automatically (Action)

Creating a custom automation in Plaky is intuitive and designed for users of all technical levels.

1. Create an automation

• In the Automation center, click either New automation or Add automation. This opens the custom builder.
• Name your automation clearly at the outset, reflecting its purpose, e.g., "Auto-assign QA for ready designs."

2. Choose your trigger: "When this happens"

The trigger is the initiating event that tells Plaky to spring into action. Plaky offers several different trigger types:

• Item field changes — Activates when a specific Field's value on an Item changes.

Example: When a task's "Status" field changes from "To do" to "In progress."

• Item moved — Triggered when an Item changes its Group.

Example: When a task is moved from the "Backlog" group to the "This week" group.

• Item subscribers change — Fires off when someone is added to or removed from a task as a Subscriber.

Example: When a new team member is added as a Subscriber to a project brief.

To set your trigger, click on When this happens, select your desired trigger type, and fill in the necessary details.

3. Add optional conditions for more control

While triggers define when an automation starts, conditions add an extra layer of intelligence, specifying if the action should proceed. This step is optional but incredibly useful for creating precise workflows.

To add a condition, click +Add condition, choose the type, and fill in the highlighted fields. You can even add multiple conditions to create highly specific rules.

Example: You want an action to occur when a task's "Status" changes from "In progress" to "Stuck," AND / OR if the task is in the "Urgent issues" group. This ensures the action only applies to critical stuck Items.

4. Define your action: "Then do this"

This is the exciting part — deciding what your automation will actually do. Plaky provides a wide array of actions:

• Moving the Item to a different Group.
• Assigning someone to the task.
• Changing a Status Field.

Click on Then do this and choose your desired action.

Example: If a task's "Priority" changes from "Medium" to "High," then move the Item to the "Urgent tasks" Group.

5. Finalize your automation

Once you've customized all the fields for your actions, hit Create automation — and you're all set!

Whenever your trigger and conditions are met, your automation will run automatically.

You and all parties concerned will receive a notification when an automation is triggered. You can also see a record of the automation's activity in the Activity log on both the board and individual item levels.

Editing or deleting automations

If you ever need to tweak your automations, simply go to the Automation list tab in the Automation center. Click the three dots next to the automation you want to change. You'll see options to Edit or Delete the automation.

Alternatively, you can simply toggle it off.

Monitoring automation usage

Curious how many automations your team has used?

Go to the three dots next to your Workspace name, then select Automations.

Here, you’ll see how many automations your team has used and how many are left in your current plan.

Remember: every time an action is triggered, it counts as one automation.

Advanced automations: Multiple conditions and actions

That said, the real power of Plaky automations is in combining multiple conditions and actions to build sophisticated workflows.

Scenario 1: Critical permit alert system

Imagine automatically flagging urgent legal tasks and ensuring the right person is instantly notified and subscribed.

• When: "Tag field" "Category" Department "Legal" is added.
• If: "Status" is "To do".
• And If: "Title" contains "Permits".
• Then: "Change item field" "Priority" to "High".
• And Then: "Change item subscribers" to include "Maria Lee".

Scenario 2: Media production handover

This automation ensures key stakeholders are immediately looped in and deadlines are set when a specific client's media work reaches a certain point.

• When: "Item field changes" for "Scenario" (e.g., this field is updated).
• If: "Item owner" contains "Peter Brown".
• And If: "Client" field contains "Boom Media".
• Then: "Change item subscribers" to include "John Sellers".
• And: "Change item field" "Due Date" to June 30, 2025.

FAQ

How can I check how many automations have been used this month?
You can check your usage either in the Workspace Automations screen (by clicking the three dots next to your Workspace name) or in the Automation Analytics screen (via the Automations button on your board).

Both show total used and available automations for the current month.

Who can set up an automation?
Only Board Owners are able to set up automations. (Refer to the roles and permissions article for more details.)

How can I use automations in my everyday work?
Automations cover many use cases like:

• Notifications — Auto-alert managers about any reached milestones.
• Due dates — Set task deadlines automatically upon creation.
• Status changes — Update statuses when users are subscribed.

How can I tell if my automations are working, or what they've done?
Check the Activity log on your Board or individual Items. It records when automations run and their actions.

What if I need to change an automation or turn it off?
Go to the Automation list in the Automation center. Click the three dots next to the automation to Edit, Delete, or toggle the automation off.