English (US) Deutsch Español (Latinoamérica) Français 日本語 简体中文
search shadow

Menu

Articles in this section

Automation in Revizto Workspace Follow

Avatar
Mallory McClure
  • Updated

Automation scenarios can automate previously manual tasks. Each scenario is built on a combination of a trigger, conditions, and actions that are linked in a logical sequence. The scenarios are built like a diagram so you can easily see and change the sequence. You can build and manage automation scenarios in Revizto Workspace under the Automations tab in your project. 

Currently, automation can be triggered by creating, updating, and commenting on an issue. Automated actions include adding, removing, or updating deadlines, statuses, priorities, assignees, or tags. When an automation is run on an issue, the action will be logged in the issue's chat by "Revizto automation", similar to a manual action taken by a user. A project can have multiple active automations at a time, however if multiple automations are triggered by the same type of trigger (for example: issue created) the automations will run in a random order.

Automations might not work correctly on issues that are imported from or edited offline in Revizto version 5.15 or earlier. Additionally, automation triggers will not run when issues are imported from any version of Revizto.  

In this article:

Required permissions

Managing automations requires specific project access rights. If you are unable to access or manage automations, contact your project or license administrator. 

You can view your access rights in the Project Team tab in Revizto workspace by clicking View project role or Set project role next to your role name. See Managing project roles for more information.

  • To view create, and edit automations you need:
    • Manage automations

The Automations tab will only be available to Project Administrators or users with the "Manage automations" access right. 

Accessing automations 

Users with the required permissions can manage a project's automations in the Automations tab in Revizto Workspace. From the tab you can open and view automation scenarios, activate or deactivate them using the toggle, view automation logs, and access settings.

To access the Automations tab:

  1. Sign in to ws.revizto.com.
    • If you are a member of several licenses, ensure that the correct license is selected.
  2. Open the Tools dropdown menu, then select My Projects under "Tools". 
  1. Open your desired project.
  2. Click the Automations tab on the project toolbar.

Here you will see a table with that project's existing automations and a toolbar with the option to create a new automation.

Activating automations 

Before an automation can run on its trigger, it must be activated. When creating a new automation you will have the option to activate it when saving the automation. Otherwise, automations can be activated or deactivated using the Active switch, where a blue toggle indicates that the automation is active. The activation switch can be accessed in three locations:

  • In the table on the "Automations" tab.
  • From the automation's "Settings" window.
  • From the automation's whiteboard page. 

Creating automations

Automation scenarios can only be created in the Automations tab of your project in Revizto Workspace. The scenario is created in a whiteboard space where you can add, edit, and delete blocks to create your scenario. 

The block types are:

  • Trigger: The action in an issue that starts the automation. All scenarios start with a trigger.
  • Condition: A true/false condition that splits the scenario path.
  • Action: An action taken if the trigger and conditions above it are met.
  • Terminate: Ends a scenario branch. 

All scenarios must include a trigger and at least one action. Conditions, additional actions, and terminations are optional. Terminations may be automatically added to a scenario branch, however they are not required and are most useful for preventing a condition split from reconnecting to the main, starting branch.

To create an automation scenario:

  1. Open the project in Revizto Workspace and navigate to Automations.

  2. Click New automation.

    If you do not have any automations set up in the project already, opening the automation tab might take you directly to creating a new automation, skipping this step.

  1. Click the block in the middle of the page to add a trigger.

  2. Select a trigger. Triggers include: Issue created, Issue updated, and Issue commented.  

    • You can set the Issue updated trigger to act only when a specific issue field is updated. To set a field for the trigger, select it from the "Field" dropdown menu and, if needed, select a "Previous value" and "New value" for that field.
    • You can set the Issue commented trigger to act only for comments with attachments or text comments. To set the comment type, deselect the "Any" checkbox and select either "Attachment" or "Text comment". 

    Automations based on the Issue created trigger will not apply to issues created from clash automation. However, automations based on the Issue updated and Issue commented triggers will apply to issues created from clash automation that have been updated or commented upon. 

  1. Add a new block to add a condition or action to the scenario. In the settings side pane, specify the conditions or actions for the block.

    • Conditions and actions are based on fields such as "Assignee", "Status", and "Priority" which are selected in the settings side pane for the block. Actions will change the value in the selected field, while conditions will read the value of the field to determine which scenario path to execute (true or false).
    • User-related fields, such as "Assignee", can use variables which pull specific data from the project or issue for each issue being acted on instead of applying a static value, such as a single user. The item before the period specifies the object (includes issue, project, and automation), while the item after it specifies the field (includes author, owner, and reporter). For example, if the action is to change "Assignee" to the variable "issue.author", it will pull the author of that issue and change the issue's assignee to that user.

    Conditions will create split paths, while actions will directly follow the block above.

  1. Continue adding actions and conditions until your scenario is complete.
    • You can add blocks in between existing blocks, by hovering over the line and clicking Add .

    • You can delete a block by clicking on the block to highlight it then clicking Delete above the upper right corner.

      Deleting a trigger, action, or terminate block will only remove that specific block. Deleting a condition will remove that condition block and blocks that are attached to it.

    • You can edit a block's conditions or actions by clicking on the block to open the settings side pane.
    • You can edit a trigger by clicking on the block to open the settings side pane, then clicking Back next to the trigger's name.
    • You can move or reorder a block by dragging it. Click and drag the block over a line or an Add point until it turns blue to move it to that spot in the scenario.
    • A single block can include multiple conditions or scenarios.
  2. When your automation scenario is complete, click Save at the top of the page. This will open the "Settings" window
  1. In the "Settings" window, you can choose to edit the name or description and activate the scenario (Active toggle). Click Save to save any settings and close the window. 

If the scenario is activated after creation, it will immediately apply to any new triggers, however it will not run retroactively on any existing issues. Automation scenarios can be accessed or changed at any time following the steps under Editing automation scenarios.  

Editing automations

Automation scenarios can be edited at any time. Any changes made to the scenario will take effect on future triggers, however, it will not retroactively change issues it's previously acted on. You can edit an automation scenario directly in the whiteboard the same way you create a scenario. If you want to change the name or description of the scenario, you will need to go through the scenario's settings.

To edit an automation:

  1. Open the project in Revizto Workspace and navigate to Automations.

  2. Click the automation's name. This will open the automation scenario for editing.

  3. Make your changes directly in the automation whiteboard.
    • You can add blocks in between existing blocks, by hovering over the line and clicking Add .

    • You can delete a block by clicking on the block then clicking Delete above the upper right corner.

      Deleting a trigger, action, or terminate block will only remove that specific block. Deleting a condition will remove that condition block and blocks that are attached to it.

    • You can edit a block's conditions or actions by clicking on the block to open the settings side pane.
    • You can edit a trigger by clicking on the block to open the settings side pane, then clicking Back next to the trigger's name.
    • You can move or reorder a block by dragging it. Click and drag the block over a line or an Add point until it turns blue to move it to that spot in the scenario.
  4. Click Save at the top of the page. 

If the scenario is activated after editing, the updated automation will immediately apply to any new triggers.  

Changing automation names or descriptions

You can edit an automation's name and description in its settings. 

To open an automation's settings:

  1. Open the project in Revizto Workspace and navigate to Automations.
  2. From here either:
    • Click anywhere in the automation's row or click More in the "Actions" column of the automation.
    • Open the automation scenario and click More in the toolbar.
  3. Click Settings.
  4. Edit the field you want to change.
    • You might need to click Edit next to the field to enable editing.
  5. Click Save to save the changes you made.
    • Save will either be above the field you are editing or at the bottom of the window. 

You can view the automation's unique ID, author, and project in the "Settings" window, however you cannot edit them. These fields are set when the automation is created. 

Importing and exporting automations

Automations can be imported or exported between projects and licenses. Importing or exporting an automation will bring the name, description, and full scenario to the destination project. The new version of the automation will have its own ID and will need to be activated in the destination project. 

If a status used in an automation is not available in the destination project, you will need to select a replacement status before the automation can be activated.

To import an automation into a project:

  1. Open the project in Revizto Workspace and navigate to Automations.
  2. In the toolbar, click Import .
  3. Select the source license.
  4. Select the source project. This will show a list of automations from that project.
  5. Select the automations you want to import.
  6. Click Import.

The automation will be imported into your open project. 

To export an automation to another project: 

  1. Open the project in Revizto Workspace and navigate to Automations.
  2. From here, either:
    • Click More in the "Actions" column of the automation you want to export.
    • Open the automation scenario and click More in the toolbar.
  3. Click Export.
  4. Select the destination license.
  5. Select the projects you want to export the automation to.
  6. Click Export. 

The automation will be exported to the selected projects. 

Duplicating automations

Automation scenarios can be duplicated within a project. Duplicating an automation will copy the name with "(Copy)" added to the end, description, and full scenario. The duplicated version of the automation will have its own ID and will need to be activated in the project. Duplicated scenarios can be fully edited after duplication.

To duplicate an automation:
  1. Open the project in Revizto Workspace and navigate to Automations.
  2. From here, either:
    • Click More in the "Actions" column of the automation you want to duplicate.
    • Click anywhere in the automation's row to open the "Settings" pane and click More in the upper right corner.
  1. Click Duplicate

Deleting automations

To delete an automation:

  1. Open the project in Revizto Workspace and navigate to Automations.
  2. From here, either:
    • Click More in the "Actions" column of the automation you want to delete.
    • Click anywhere in the automation's row to open the "Settings" pane and click More in the upper right corner.
  3. Click Delete.
  4. In the confirmation window, click Delete. 

Automation history

Details from an automation's most recent run, including date ("Last run"), duration ("Last duration"), and result ("Last run result"), will be listed in the table on the Automations tab. You can also access a full history of automations run on the project by clicking History in the toolbar.

Each row in the automation history is an individual run from an automation in the project. You can click Show more in the "Details" column of a run to see specific information for that run, including the issue ID for the issue that was acted on, and if an issue field was successfully updated. You can click View in issue tracker or View in automation to go directly to the issue or automation related to that run.

To view the history of a specific automation, either:

  • Click View history for that automation in the "Last run result" column of the "Automations" tab table.
  • Filter the History page by Automation in the toolbar.

Related articles