Setting up an automation

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Table of contents

Automation overview

Automation

Automations automate repetitive or unnecessary actions in the application.

They can be configured within a project or project template , and affect aspects such as scheduling, tasks and exchanges.

An automation is defined by a trigger event that will execute an automation on one or more projects.

The list of automations cannot be modified and will be updated with each new version of Project Monitor. You can view the schematic diagram of an automation by clicking on its code.

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Rights required :

To consult the automations available on the platform Administration > Automations :

View the platform's automation processes

To add automations to a project template Project - Automation tab :

Viewing project templates
Modifying a project template

To add automations to a project Setup - Automation tab :

Consultation of a project to which the user is assigned
Project modification
Viewing project configuration tabs
View the platform's automation processes

Automation - 'Apply a template' diagram

Adding automation to a project template or project

Here are the steps to follow to set up automations in a project template or a project in Project Monitor :

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An automation cannot be added if there is already an automation with exactly the same settings.

Go to a project template Project - Automation tab or a project Setup - Automation tab.
Click on Add. A pop-up window appears to set the automation parameters.
Select the automation you wish to set from the list.
Select the object to be processed. Setting automation parameters - Parameterization according to automations.

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The list of "unique objects" displays only those objects you are entitled to see. If, for example, a template is attached to a different hierarchical level than you, you won't be able to see it in the list.

Select the type of trigger from the list below Setting automation parameters - Parameterization according to automations
Select trigger type status orattribute to indicate when automation will run Setting automation parameters - Parameterization according to automations
Triggers status task, status phase and status milestone are used to select the type of task, phase or milestone on which to trigger automation.
Click on Register.

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Automation is set up on your project template or project.

template de projet - Paramétrage - Automations tab

Example setting: The Agile Methodology template will be applied to this project when the Progressattribute is set to "Complete".

Parameterization according to automation

The field Variable code is read-only: once the Single object selected, Project Monitor will tell you which code it refers to.

Automation	Single object	Trigger object	status trigger or attribute	Filter on object orattribute value	Description	Trigger on last element
Apply a template	Administration > `Model settings` > `Templates` > Project template code Project	No status (manual) projectstatus status document status task status phase status milestone attribute value	projectstatus : list of project statuses status document document status : list of document statuses status task task status list status phase phase status list status milestone Done" checkbox attribute value: list of list-type project attributes	projectstatus : / status document : / status tasktask type task status phasephase or milestone type milestone status milestonephase or milestone type attribute value: list of values according to the selectedattribute	Adds the following elements of the selected template to the project: - Attachments - Roles - Themes - Forms - Attributes - Planning - Resources - Reports - Budgets - Automations Replaces the following elements of the template selected on the project: - Logo - summary sheet - Home page template - Project header - Workflow Does not allow elements to be removed from the project in relation to the template applied. For example, if the resources theme is activated and valued in a project, when a template is applied which does not have the resources theme activated, it will remain activated in the project after the template has been applied. If the project's current template is reapplied, the information will not be duplicated.	Not available
Close child tasks when parent task is closed	Administration > `Field settings` > Lists > `status task` > task status code Lists (to meta status completed)	status task	status task list of task statuses (at completed status )	task type: all types or one type in particular	Allows you to link the status of parent tasks to child tasks. For example, if a parent task is completed, then all child tasks will also have completed status .	The automation will be executed when the last element of the trigger type setphase, milestone, task or document) in the project is at the trigger value.
Insert a template	Administration > `Model settings` > `Templates` > Project template code Project	No status (manual) projectstatus status document status task status phase status milestone attribute value	projectstatus : list of project statuses status document document status : list of document statuses status task task status list status phase phase status list status milestone Done" checkbox attribute value: list of list-type project attributes	projectstatus : / status document : / status tasktask type task status phasephase or milestone type milestone status milestonephase or milestone type attribute value: list of values according to the selectedattribute	Adds the following elements of the selected template to the project: - Attachments - Roles - Themes - Forms - Attributes - Planning - Resources - Reports - Budgets - Automations Does not allow you to remove elements from the project in relation to the inserted template .	Not available
Change task status when milestone status changes	Administration > `Field settings` > Lists > `status task` > task status code Lists	status phase status milestone	status phase phase status list status milestone Done" checkbox	status phasephase type or milestone status milestonephase or milestone type	When the status a schedule elementphase or milestone) is changed, all its associated tasks must change status according to what has been set in the automation. The automation can be triggered by a certain type of phase or milestone (e.g. a scoping milestone ). If there is no task linked to the modified phase or milestone , then the automation is not triggered.	The automation will be executed when the last element of the trigger type setphase, milestone, task or document) in the project is at the trigger value. For example, when the last milestone in the project that has a task in dependency is "Done", then the associated tasks will change their status to Completed.
Change project status	Administration > `Field settings` > `Lists` > `project status` > Project status code Lists	No status (manual) status task status phase status milestone attribute value status document	status task list of task statuses status phase phase status list status milestone Done" checkbox attribute value: list of list-type project attributes status document document status list	status tasktask type task status phasephase or milestone type milestone status milestonephase or milestone type attribute value: list of values according to the selectedattribute status document : /	Modifies the project's "status " technicalattribute with a value from the "projectstatus " list.	Not available
Modifying the status of the parent task	Administration > `Field settings` > Lists > `status task` > task status code Lists	status task	status task list of task statuses	task type: all types or one type in particular	Allows you to link the status of child tasks to parent tasks. For example, if a child task changes status to current, the parent task automatically changes status to current or another status of your choice.	The automation will be executed when the last element of the trigger type setphase, milestone, task or document) in the project is at the trigger value.
Change milestone status when task status changes	Administration > `Field settings` > Lists > `status phase or milestone` > phase or milestone status code Lists	status task	List of task statuses	task type: all types or one type in particular	When the status of a task is modified, all associated schedule elements must change status according to what has been set in the automation. The automation can be triggered by a certain type of task (e.g. a Technical task ). If there is no milestone linked to the task, the automation is not triggered when the task changes status . If there are several tasks linked to a planning element, then automation is triggered when the last task linked to the same phase or milestone reaches trigger status .	The automation will be executed when the last element of the project's trigger typephase, milestone, task or document) is set to the trigger value. For example, when the last task in the project that has a phase dependency is completed, the associated phases will also be set to Completed status .