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Workflow Automation Best Practices
Automation removes friction and enforces consistency. GitScrum's workflow automation helps teams define rules that execute automatically based on triggers.
Why Automate
Manual vs Automated
AUTOMATION VALUE:
┌─────────────────────────────────────────────────────────────┐
│ │
│ MANUAL WORKFLOW PROBLEMS: │
│ │
│ "Remember to move to In Review when PR is open" │
│ → Forgets 30% of the time │
│ │
│ "Assign to QA when development is done" │
│ → QA finds out late, delays testing │
│ │
│ "Notify stakeholders when feature ships" │
│ → Sometimes forgets, stakeholders complain │
│ │
│ "Close tasks when PR merges" │
│ → Tasks sit in wrong status for days │
│ │
│ ─────────────────────────────────────────────────────────── │
│ │
│ WITH AUTOMATION: │
│ │
│ PR opened → Task moves to "In Review" │
│ → Automatically, every time │
│ │
│ Task done → QA assigned │
│ → Notification sent │
│ → Instantly, no forgetting │
│ │
│ Feature ships → Stakeholders notified │
│ → Release notes updated │
│ → Consistent, reliable │
│ │
│ AUTOMATION SAVES: │
│ • Time (no manual updates) │
│ • Mental load (no remembering) │
│ • Errors (no forgetting) │
│ • Delays (instant execution) │
└─────────────────────────────────────────────────────────────┘
What to Automate
Good Automation Candidates
AUTOMATE THESE:
┌─────────────────────────────────────────────────────────────┐
│ │
│ STATUS TRANSITIONS: │
│ │
│ IF task assigned │
│ THEN move to "In Progress" │
│ │
│ IF all subtasks complete │
│ THEN move parent to "Ready for Review" │
│ │
│ IF PR merged │
│ THEN move task to "Done" │
│ │
│ ─────────────────────────────────────────────────────────── │
│ │
│ ASSIGNMENTS: │
│ │
│ IF bug created with label "frontend" │
│ THEN assign to @frontend-team │
│ │
│ IF task moves to "QA" │
│ THEN assign to @qa-lead │
│ │
│ ─────────────────────────────────────────────────────────── │
│ │
│ NOTIFICATIONS: │
│ │
│ IF task due in 24 hours │
│ THEN remind assignee │
│ │
│ IF task blocked for > 2 days │
│ THEN notify team lead │
│ │
│ IF high-priority task created │
│ THEN notify channel │
│ │
│ ─────────────────────────────────────────────────────────── │
│ │
│ LABELS & FIELDS: │
│ │
│ IF task in "Done" for > 7 days │
│ THEN add label "Ready to Archive" │
│ │
│ IF task has no assignee after 48h │
│ THEN add label "Needs Owner" │
└─────────────────────────────────────────────────────────────┘
What Not to Automate
KEEP THESE MANUAL:
┌─────────────────────────────────────────────────────────────┐
│ │
│ ❌ JUDGMENT CALLS: │
│ │
│ "Auto-approve if code passes tests" │
│ → Code review requires human judgment │
│ │
│ "Auto-assign based on workload" │
│ → Ignores expertise, preferences, context │
│ │
│ ❌ COMPLEX EXCEPTIONS: │
│ │
│ "If type X and priority Y and assignee Z..." │
│ → Too complex, will break and confuse │
│ │
│ ❌ FREQUENTLY CHANGING: │
│ │
│ "Route based on current team structure" │
│ → Structure changes, automation breaks │
│ │
│ ❌ VALUABLE FRICTION: │
│ │
│ "Auto-deploy on merge" │
│ → Manual deploy approval may be intentional │
│ │
│ "Auto-close stale tasks" │
│ → Might close important items │
│ │
│ RULE OF THUMB: │
│ │
│ Automate process, not decisions │
│ Automate the obvious, not the subtle │
│ Automate what's stable, not what changes │
│ When in doubt, keep manual │
└─────────────────────────────────────────────────────────────┘
Automation Rules
Building Effective Rules
ANATOMY OF A GOOD AUTOMATION:
┌─────────────────────────────────────────────────────────────┐
│ │
│ STRUCTURE: │
│ │
│ TRIGGER (When): │
│ • Event that starts the automation │
│ • Examples: created, updated, moved, due date approaching │
│ │
│ CONDITIONS (If): │
│ • Filters to check before acting │
│ • Examples: type = bug, priority = high, has label │
│ │
│ ACTIONS (Then): │
│ • What happens │
│ • Examples: move, assign, notify, add label │
│ │
│ ─────────────────────────────────────────────────────────── │
│ │
│ EXAMPLE RULES: │
│ │
│ RULE: Auto-triage bugs │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ TRIGGER: Task created ││
│ │ CONDITIONS: ││
│ │ • Type = Bug ││
│ │ • Priority = Critical ││
│ │ ACTIONS: ││
│ │ • Add label "Urgent" ││
│ │ • Notify @on-call ││
│ │ • Move to "Triage" ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ RULE: Ready for review notification │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ TRIGGER: Task moved to "In Review" ││
│ │ CONDITIONS: None ││
│ │ ACTIONS: ││
│ │ • Notify code reviewers ││
│ │ • Set due date to +2 days ││
│ └─────────────────────────────────────────────────────────┘│
└─────────────────────────────────────────────────────────────┘
Common Automation Patterns
PROVEN AUTOMATION RECIPES:
┌─────────────────────────────────────────────────────────────┐
│ │
│ PATTERN 1: WORKFLOW PROGRESSION │
│ │
│ Backlog → Assigned? → In Progress → Done? │
│ Auto-move based on actions │
│ │
│ PATTERN 2: ESCALATION │
│ │
│ High priority + no action in 24h → Notify manager │
│ Critical bug + no assignee → Auto-assign on-call │
│ │
│ PATTERN 3: CLEANUP │
│ │
│ Done tasks > 30 days → Archive automatically │
│ Stale items (no update 60d) → Add "stale" label │
│ │
│ PATTERN 4: VCS INTEGRATION │
│ │
│ PR opened with task ID → Move to "In Review" │
│ PR merged → Move to "Done" │
│ CI failed → Add "Needs Fix" label │
│ │
│ PATTERN 5: SLA TRACKING │
│ │
│ New bug → Start SLA timer │
│ Approaching SLA → Notify owner │
│ SLA breached → Escalate to lead │
│ │
│ PATTERN 6: CROSS-TEAM HANDOFFS │
│ │
│ Frontend done → Create backend task │
│ Dev done → Notify QA with test info │
│ QA approved → Notify release manager │
└─────────────────────────────────────────────────────────────┘
GitScrum Automation Setup
Creating Rules in GitScrum
GITSCRUM AUTOMATION CONFIGURATION:
┌─────────────────────────────────────────────────────────────┐
│ │
│ SETTINGS → AUTOMATIONS → NEW RULE │
│ │
│ ┌─────────────────────────────────────────────────────────┐│
│ │ Rule Name: Auto-assign QA on Dev Complete ││
│ │ ││
│ │ TRIGGER ││
│ │ ──────── ││
│ │ When: [Task moves ▼] ││
│ │ To: [In Review ▼] ││
│ │ ││
│ │ CONDITIONS (optional) ││
│ │ ───────────────────── ││
│ │ + Add condition ││
│ │ ││
│ │ ACTIONS ││
│ │ ─────── ││
│ │ ☑ Assign to: [@qa-team ▼] ││
│ │ ☑ Notify: [#qa-channel ▼] ││
│ │ ☐ Add label ││
│ │ ☐ Set due date ││
│ │ + Add action ││
│ │ ││
│ │ [Save Rule] ││
│ └─────────────────────────────────────────────────────────┘│
│ │
│ ACTIVE AUTOMATIONS: │
│ │
│ ✅ Auto-assign QA on Dev Complete │
│ ✅ Move to In Progress on Assignment │
│ ✅ Notify on Critical Bug │
│ ⏸️ Archive Done Tasks (disabled) │
│ │
│ [+ New Automation] │
└─────────────────────────────────────────────────────────────┘
Testing Automations
AUTOMATION TESTING CHECKLIST:
┌─────────────────────────────────────────────────────────────┐
│ │
│ BEFORE ENABLING: │
│ │
│ 1. TEST IN SANDBOX │
│ • Create test task │
│ • Trigger the condition │
│ • Verify action executes correctly │
│ │
│ 2. CHECK EDGE CASES │
│ • What if task already in target state? │
│ • What if assignee doesn't exist? │
│ • What if triggered multiple times? │
│ │
│ 3. VERIFY NO LOOPS │
│ • Rule A triggers B, B triggers A? │
│ • Infinite loop = broken system │
│ │
│ 4. CONFIRM NOTIFICATIONS DON'T SPAM │
│ • Too many alerts = ignored alerts │
│ • Check notification frequency │
│ │
│ AFTER ENABLING: │
│ │
│ 1. MONITOR FOR 1 WEEK │
│ • Watch for unexpected behavior │
│ • Check team feedback │
│ │
│ 2. REVIEW EXECUTION LOGS │
│ • Automation ran: 47 times │
│ • Success: 46 │
│ • Errors: 1 (investigate) │
│ │
│ 3. ADJUST AS NEEDED │
│ • Refine conditions │
│ • Add missing cases │
│ • Remove if not valuable │
└─────────────────────────────────────────────────────────────┘
Measuring Automation Value
Automation Metrics
TRACKING AUTOMATION IMPACT:
┌─────────────────────────────────────────────────────────────┐
│ │
│ METRICS TO TRACK: │
│ │
│ TIME SAVED: │
│ Before: 15 min/day on status updates │
│ After: 0 min (automated) │
│ Savings: 5+ hours/month │
│ │
│ CONSISTENCY: │
│ Before: 30% of tasks not updated on time │
│ After: 100% updated automatically │
│ │
│ RESPONSE TIME: │
│ Before: Avg 4h for critical bug acknowledgment │
│ After: < 5 min (auto-notification) │
│ │
│ ERROR REDUCTION: │
│ Before: 12% of tasks in wrong status │
│ After: < 2% │
│ │
│ ─────────────────────────────────────────────────────────── │
│ │
│ AUTOMATION HEALTH: │
│ │
│ Active rules: 8 │
│ Executions this week: 234 │
│ Success rate: 99.1% │
│ Failed: 2 (permission issue - fixed) │
│ │
│ Top performing: │
│ 1. Auto-move on PR merge: 87 executions │
│ 2. Due date reminders: 45 executions │
│ 3. Bug triage: 34 executions │
│ │
│ Never triggered (consider removing): │
│ • "Escalate urgent tasks" - 0 executions │
└─────────────────────────────────────────────────────────────┘