Configuring Workflow Automations

Manual workflow steps slow teams down and introduce errors. GitScrum's workflow automations handle repetitive tasks automatically—moving cards, assigning work, sending notifications, and more. Well-configured automations save hours every week while ensuring nothing falls through the cracks.

Automation Benefits

Automation Structure

Rule Components

AUTOMATION RULE STRUCTURE
═════════════════════════

TRIGGER:           WHEN this happens
      ↓
CONDITION(s):      IF these are true
      ↓
ACTION(s):         DO this

EXAMPLE:
─────────────────────────────────────
TRIGGER:   Task status → "Done"
CONDITION: Task type = "Bug"
ACTIONS:   
├── Add label "fixed"
├── Notify QA channel
└── Assign to QA lead
─────────────────────────────────────

Available Triggers

AUTOMATION TRIGGERS
═══════════════════

TASK EVENTS:
├── Task created
├── Task status changed
├── Task assigned
├── Task unassigned
├── Task moved to project
├── Task due date set
└── Task completed

LABEL EVENTS:
├── Label added
├── Label removed
└── Specific label applied

TIME EVENTS:
├── Due date approaching
├── Due date passed
├── Scheduled (cron)
└── No activity for X days

INTEGRATION EVENTS:
├── PR opened
├── PR merged
├── PR closed
├── Build failed
├── Deploy completed
└── Comment added

Available Actions

AUTOMATION ACTIONS
══════════════════

TASK MODIFICATIONS:
├── Change status
├── Set/update field
├── Add label
├── Remove label
├── Set due date
├── Set priority
└── Add checklist

ASSIGNMENT:
├── Assign to user
├── Assign to team
├── Unassign
├── Add watcher
└── Round-robin assign

NOTIFICATIONS:
├── Send email
├── Post to Slack
├── Create notification
├── Send webhook
└── Comment on task

RELATIONSHIPS:
├── Create subtask
├── Link tasks
├── Move to project
├── Add to sprint
└── Archive task

Common Automation Recipes

Development Workflow

DEV WORKFLOW AUTOMATIONS
════════════════════════

RULE 1: Auto-assign on start
─────────────────────────────────────
Trigger: Task status → "In Progress"
Condition: Task unassigned
Action: Assign to person who moved it

RULE 2: PR to In Review
─────────────────────────────────────
Trigger: PR opened (linked task)
Condition: Task in "In Progress"
Action: Move task to "In Review"

RULE 3: Merge to Done
─────────────────────────────────────
Trigger: PR merged (linked task)
Condition: None
Actions:
├── Move task to "Done"
├── Add label "shipped"
└── Notify #releases channel

RULE 4: Failed build alert
─────────────────────────────────────
Trigger: Build failed
Condition: Task in "In Review"
Actions:
├── Add label "build-failed"
├── Assign back to developer
└── Notify task assignee

Sprint Management

SPRINT AUTOMATIONS
══════════════════

RULE: Sprint start notifications
─────────────────────────────────────
Trigger: Sprint starts
Condition: None
Actions:
├── Post sprint goals to Slack
├── Email team members
└── Update dashboard

RULE: Incomplete items handling
─────────────────────────────────────
Trigger: Sprint ends
Condition: Task not done
Actions:
├── Add label "carryover"
├── Move to next sprint
└── Notify sprint owner

RULE: Velocity calculation
─────────────────────────────────────
Trigger: Sprint ends
Condition: None
Actions:
├── Calculate completed points
├── Update velocity chart
└── Archive completed tasks

Bug Management

BUG WORKFLOW AUTOMATIONS
════════════════════════

RULE: New bug triage
─────────────────────────────────────
Trigger: Task created with label "bug"
Condition: None
Actions:
├── Add to Triage board
├── Set priority: medium (default)
├── Notify QA lead
└── Add bug template checklist

RULE: Critical bug escalation
─────────────────────────────────────
Trigger: Label "priority:critical" added
Condition: Type = bug
Actions:
├── Assign to on-call developer
├── Notify #critical-bugs Slack
├── Set SLA due date (+4 hours)
└── Add to Critical Dashboard

RULE: Bug verification
─────────────────────────────────────
Trigger: Task status → "Fixed"
Condition: Type = bug
Actions:
├── Assign to original reporter
├── Add label "needs-verification"
└── Set due date (+2 days)

Configuration Interface

Creating Rules

AUTOMATION RULE BUILDER
═══════════════════════

┌─────────────────────────────────────────────────┐
│  New Automation Rule                            │
├─────────────────────────────────────────────────┤
│                                                 │
│  Name: [Auto-assign on In Progress          ]  │
│                                                 │
│  WHEN                                           │
│  ┌───────────────────────────────────────────┐  │
│  │ Task status changes to [In Progress ▼]   │  │
│  └───────────────────────────────────────────┘  │
│                                                 │
│  IF (optional conditions)                       │
│  ┌───────────────────────────────────────────┐  │
│  │ Assignee [is empty ▼]                     │  │
│  │ [+ Add condition]                         │  │
│  └───────────────────────────────────────────┘  │
│                                                 │
│  THEN                                           │
│  ┌───────────────────────────────────────────┐  │
│  │ Assign to [Actor (who triggered) ▼]       │  │
│  │ [+ Add action]                            │  │
│  └───────────────────────────────────────────┘  │
│                                                 │
│  [Cancel]                      [Save Rule]      │
│                                                 │
└─────────────────────────────────────────────────┘

Rule Management

AUTOMATION RULES LIST
═════════════════════

Project: Website Redesign

┌────────────────────────────────────────────────────────┐
│  Rule                        │ Trigger     │ Status    │
├────────────────────────────────────────────────────────┤
│  Auto-assign on start        │ Status      │ ✓ Active  │
│  PR merge to Done            │ Integration │ ✓ Active  │
│  Bug triage assignment       │ Label       │ ✓ Active  │
│  Stale task reminder         │ Time        │ ⏸ Paused │
│  Sprint carryover            │ Sprint      │ ✓ Active  │
├────────────────────────────────────────────────────────┤
│  [+ Create Rule]                                       │
└────────────────────────────────────────────────────────┘

RUN HISTORY:
├── Today: 23 rule executions
├── This week: 145 executions
└── [View Logs]

Best Practices

For Workflow Automation

1. Start simple — One trigger, one action
2. Test first — Use test project
3. Document rules — Explain the why
4. Monitor execution — Check logs weekly
5. Iterate — Improve based on feedback

Anti-Patterns

AUTOMATION MISTAKES:
✗ Too many rules (complexity)
✗ Conflicting automations
✗ No testing before deploy
✗ Automating everything
✗ No documentation
✗ Ignoring failure logs
✗ Not involving the team

Related Solutions

• Automating workflow transitions with labels
• Connecting GitHub commits to tasks automatically
• Setting up notification preferences