Automations

Automations in SetGet let you define rules that execute actions automatically when specific conditions are met. Instead of manually updating work items, sending notifications, or enforcing workflow policies, you set up automations once and let the system handle the repetitive work.

What are automations?

An automation is a rule that follows a simple pattern:

When something happens (trigger) and certain conditions are true (conditions) then do something (action).

For example:

• When a work item's state changes to "Done" and it has the label "release-blocker" then send a notification to the release channel.
• When a work item is created and it has High priority then assign it to the team lead.
• When a due date is reached and the item is not in "Done" state then change its priority to Urgent.

Automations run in the background and execute instantly when their trigger conditions are met.

The trigger-action model

Every automation in SetGet consists of three parts:

Trigger

The event that starts the automation. A trigger fires when something specific happens in your project:

Trigger type	Fires when
State change	A work item moves to a different state
Priority change	A work item's priority is updated
Assignee change	A work item is assigned or reassigned
Label added	A label is attached to a work item
Label removed	A label is removed from a work item
Due date reached	The current date matches a work item's due date
Work item created	A new work item is created in the project
Work item updated	Any property of a work item changes
Cycle started	A cycle's start date is reached
Cycle ended	A cycle's end date is reached

Conditions

Optional filters that narrow when the automation fires. Conditions let you target specific items instead of applying the action to everything:

• Item has a specific label
• Item is in a specific state
• Item has a specific priority
• Item is assigned to a specific member
• Item belongs to a specific module

Conditions are optional. If you do not add conditions, the automation fires for every item that matches the trigger.

Actions

What the automation does when the trigger fires and conditions are met:

Action type	What it does
Change state	Move the work item to a different state
Set priority	Update the work item's priority
Assign member	Assign or reassign the work item to a member
Add label	Attach a label to the work item
Remove label	Remove a label from the work item
Send notification	Notify specific members or channels
Move to cycle	Add the work item to a cycle
Move to module	Add the work item to a module
Add comment	Post an automated comment on the work item

Automation types

SetGet supports several categories of automations:

Rules

Rules are the most common automation type. They are custom-defined trigger-condition-action combinations that you create from scratch or from templates. Rules are project-scoped and run within a single project.

Learn more: Automation Rules

Templates

Templates are pre-built automation configurations for common scenarios. You can apply a template to your project and customize it as needed. Templates save setup time and ensure best practices.

Learn more: Automation Templates

Workflows

Workflows are multi-step automations with approval gates. They model processes that require human review at certain stages, such as release approvals or content publishing flows.

Learn more: Workflows and Approvals

Automation scope

Automations in SetGet are scoped at the project level. Each project has its own set of automation rules, and rules only act on work items within their project.

This means:

• Rules do not cross project boundaries — A rule in the WEB project cannot modify items in the API project.
• Each project can have different rules — Tailor automations to each project's unique workflow.
• Templates can be shared — While rules are project-scoped, templates are workspace-scoped and can be applied to any project.

Limits

Plan	Max rules per project	Max actions per rule
Free	5	3
Pro	25	5
Business	100	10
Enterprise	Unlimited	Unlimited
Self-hosted	Configurable	Configurable

When to use automations

Automations are most valuable when:

• A task is repetitive — If you find yourself making the same change every time a certain event occurs, automate it.
• Consistency matters — Automations enforce workflow policies without relying on team members to remember.
• Speed is important — Automations execute instantly, removing delays caused by manual processes.
• Notifications need to be reliable — Automated notifications ensure the right people are informed at the right time.

Automation vs. manual workflow

Scenario	Manual workflow	Automation
Move item to QA when dev marks it "Done"	Dev remembers to update	Automatic state transition
Notify PM when a blocker is added	Dev sends a message	Automatic notification
Assign new bugs to triage lead	PM manually assigns	Automatic assignment on creation
Escalate overdue items	PM checks dates daily	Automatic priority change
Add items to active sprint on creation	Dev adds to cycle manually	Automatic cycle assignment

TIP

Start with a few simple automations and expand as you learn what works for your team. Avoid creating too many overlapping rules that could conflict.

Setting up your first automation

1. Navigate to your project in SetGet.
2. Open Settings > Automations (or click Automations in the project sidebar).
3. Click Create Rule to start from scratch, or Use Template to start from a pre-built configuration.
4. Define the trigger, conditions (optional), and actions.
5. Name the rule clearly so your team understands its purpose.
6. Enable the rule.

WARNING

Automations affect all matching work items in the project. Test your automation with a specific condition first (such as a test label) before broadening it to all items.

How automations are processed

Understanding how SetGet evaluates automations helps you design effective rules:

Evaluation order

1. Event occurs — A user or system action triggers an event (e.g., state change).
2. Rule matching — SetGet checks all enabled rules in the project for matching triggers.
3. Condition evaluation — For each matching rule, conditions are evaluated against the current item state.
4. Action execution — If all conditions pass, actions execute in the defined order.
5. Logging — The execution result is recorded in the execution history.

Timing

• Automations triggered by user actions (state change, priority change, assignee change) execute immediately — typically within 1-2 seconds.
• Automations triggered by time-based events (due date reached, cycle start/end) execute on a periodic schedule, checked approximately every hour.
• Multiple rules can fire on the same event. They are evaluated independently and in parallel.

Cascade behavior

When an automation's action changes a work item property (e.g., changes state), that change can trigger other automations. SetGet allows up to 3 levels of cascading to prevent infinite loops.

WARNING

Design your automations carefully to avoid unintended cascades. If Rule A changes state and Rule B triggers on that state change, which in turn triggers Rule C, you are at the cascade limit. Further triggers are suppressed.

Monitoring automations

Every automation execution is logged. You can review past runs, check for failures, and debug unexpected behavior from the execution history.

Learn more: Execution History

Permissions

Automation management requires the following permissions:

Action	Required role
View automations	Member, Admin
Create/edit automations	Admin
Enable/disable rules	Admin
View execution history	Member, Admin
Delete automations	Admin

Related pages

• Automation Rules — Create and configure custom rules
• Automation Templates — Pre-built automation configurations
• Workflows and Approvals — Multi-step processes with approval gates
• Execution History — Monitor and debug automation runs
• SetGet AI — AI-powered assistance as a complement to rule-based automation
• Work Items — The entities that automations act upon