Guide
Let's try to figure that out with one use case, taken as an example.
Imagine we have a Project. And each time we start a new Project, we have a set of repetitive Tasks, that has to be done.
So, to create a new Landing Page, you have always to:
Record a video
Prepare Copy
Create Layout
Review
There can also be some unique tasks that are different from Project to Project, but we will add them manually if needed. So, it's out of our focus now.
As an example, I'll take our Project Management Template.
Basic Automation rule:
Automations will help us here.
At first, let's navigate to the Automations Tab on the Project database
This rule helps automatically generate a predefined set of tasks when some triggering event happens (e.g. when a new project is created), so teams don’t need to create routine tasks manually every time. You can predefine not just the task names but also assignees, effort, priority, or any other fields you want.
Note: Trigger = when the Tasks will be generated. When a new Project is Created? When it goes from the "Icebox" state to the "In Progress"? When Dates are set? When a responsible person is assigned? That's up to you 💪
Inside the "Then" part of the rule, we use multiple "Add Tasks Item" action. Each action creates one child Task inside a Tasks list.
For every created Task, you can pre-fill its fields:
In the first task:
You can have as many Tasks (aka as many actions) as you want and can define all the field values in advance
Different Templates for different Project types
And now let's imagine, that you have a different kind of Project. Let's say, we have Landings, Websites, and Brand books. And for different kinds of Projects, you have different Templates.
Then we need to be able to identify which of the Projects we're working on.
I would recommend creating a separate Database, as it will work in the future for some nice things ( like Smart Folders )
So, we need to create a Project Type Database and connect it with a Project like this:
Trigger: Project type is set
And now we need to improve a bit our previous Automation set.
So, the Trigger will be changed.
This rule template triggers when a new project is created or updated. If the Project Type equals "Landing Page", the rule proceeds to generate tasks or perform other actions based on the project details.
Trigger (When):
Conditions (Where):
Action: Task Creation (Then)
In this step, the rule automatically creates new Tasks when a Landing Page project is created or updated.
Action 1 — Create Task: Website design
Action 2 — Create Task: Prepare content
Important Notes
One rule per Project Type:
In this setup, each Project Type (e.g. Landing Page, Blog Post, Event, etc.) will typically require its own rule in the Project database.
This is because each type of project may have its own unique set of tasks, assignees, and deadlines.
Rules are fully editable:
You can always modify the rule later. For example, you can:
Add or remove tasks.
Change default assignees.
Adjust due date formulas.
Add additional filters or conditions.
Flexible triggers:
While this rule currently triggers automatically on Project Created or Project Updated, you can easily change the trigger to a Button click.
This allows you to manually generate tasks when you're ready, instead of triggering automatically on project creation.
Advanced: handling many Project Types
If you have a large number of Project Types, creating a separate rule for each one can become difficult to manage over time.
In this case, we recommend trying our alternative template, which demonstrates a more scalable approach. This method still uses automations, but leverages a slightly more advanced setup to handle multiple Project Types within fewer rules.
👉 install this template
This solution may require a bit more configuration (e.g. using reference databases for templates), but it can save you a lot of time and simplify rule management if your project structure is more complex.
So, if you're curious enough and want to start new initiatives with less a hassle - and enjoy.