When building an automation rule in Productive, task-based triggers, like when a task is created or when a task changes status, let you define what should happen automatically in response to task updates. You can apply these rules to:
A single project
Multiple selected projects
All projects in your account
This flexibility makes it easier to maintain consistent workflows across your organization, without duplicating rules for every new project.
However, when you choose multiple or all projects, some fields in the rule builder will behave differently to support cross-project logic.
Automation Setup Fields That Behave Differently Across Projects
When you set up an automation to run in more than one project, some fields behave differently compared to when it's limited to a single project. The table below outlines the key differences.
Best Practices When Working Across Multiple Projects
To avoid errors, failed automation runs, or unexpected results, keep these best practices in mind when building automations across multiple projects.
Use the custom field library to create shared fields that work in all projects.
Make sure your workflow statuses are consistent in the projects you’re targeting.
Keep task list names consistent if you plan to use them in filters.
“Task Project” Option in Actions
When using actions like Create Task or Update Task, you’ll see a 1 Task project as an option as the destination project for the new task or the task update. This refers to the project or task where the automation rule was triggered.
If you choose a project/task/task list using this field:
The task list option become limited to
1 Task list, pointing to the original task list.Workflow statuses and user dropdowns show everything used in the account.
Only global custom fields (from the library) are available.
Updating Tasks Across Projects
The Update Task action becomes more limited when applied across multiple or all projects:
You won’t be able to choose a different task list or folder.
Only global custom fields are available (ones from the custom field library).
Workflow status, assignee, and subscriber fields show everything in the account, not just relevant to specific projects.
Common Use Cases for Multi-Project Automation Rules
1) Setting due dates based on status
Trigger: When a task is moved to “In Progress”
Action: Set due date to X days from now
🤖 Keeps timelines consistent across all active client or internal projects.
2) Setting to dos based on status
Trigger: When a milestone is moved to "Release"
Action: Create next-step to dos for the project manager
🤖 Ensures nothing is missed during key handoffs across teams.
Assigning reviewers when tasks are ready
Trigger: When a task is moved to “Review”
Action: Assign task to a QA and leave a comment for them to start their process.
🤖 Standardizes review processes across delivery, design, or content teams.
