Task Rules in CoSchedule

Task Rules

With task rules, you can automate your entire workflow.

And take the work out of workflow management. Automate your team’s processes, keep projects on track, and eliminate bottlenecks. Update your task templates to include agile, automated workflows, so you can save time and focus on the work that matters most.

List below are a list of ways real teams use Task Rules to automate their workflows. To see the full list of task rules + how to set them up, visit our help doc.

Pro Tip: Task rules are the most powerful when added to task templates. Now rules are automatically applied every time the template gets applied to a project.

Assign Tasks

The most popular way to use task rules is to trigger task assignments. This helps managers ensure their team’s tasks only appear in to-do lists once they’re ready to be executed on.

Trigger: when a task is completed or approved, then the next task is assigned

When your copywriter’s blog post is approved, your designer gets assigned to design it.

Your designer needs required assets, context, and copy before they can work on a project.

Once a task is approved or completed, the design task will get assigned to them. Making sure they have a clear direction before a task is on their to-do list.

Update Project Status

You have control in CoSchedule to update your project status. And can also create custom statuses specific to your team’s current workflow.

Now, with Task Rules, you can build in workflow automation into those project status updates.

Trigger: when a project status is changed, complete this task.

When your blog manager changes the project status to “Approved,” your “Review post” task is completed.

There are various internal teams creating content for your blog.

As your blog manager reviews and finalizes details on every post, he can change the status to “Approved,” and automatically complete the “Review Post” task in the task template.

Reschedule Overdue Tasks

Many things come up that impact project timelines. A coworker is out sick. You are waiting on feedback from a client. Or stakeholders are taking longer than you anticipated to approve your budget proposal.

Resulting in overdue tasks. 😱

But with task rules, you can automatically reschedule overdue tasks; giving you more flexibility when managing your team’s workloads and project timelines.

Trigger: when a task becomes past due, reschedule this project to {new date}

When you want to push back the due date on an overdue task.

Your copywriter had to take an unexpected day off of work – a sick kid at home. So her “draft landing page copy” task is now past due.

But with task rules, CoSchedule automatically pushes the due date back 2 days, so she can focus on her up-to-date task list when she returns to the office tomorrow.

Update Project Owner

Your marketing team is made up talented writers, designers, social strategists, content marketers, PR pros, and SEO specialists.

Each member is responsible for executing different stages of your team’s workflow process.

So assigning a project owner can get complicated, as a typical project goes through many owners throughout the production process.

Now it’s easy to see who is actively working on every project by changing the project owner as a specific task is completed. It’s a visual way to trigger the action of “passing the baton” on to the next team member.

Trigger: when you complete a task, the project owner is changed to {specific user}

When your blog post is staged, the project owner changes to your social strategist – who is now ready to start drafting social promotion.

Bonus: when you look at your calendar or Kanban Project Dashboard, you can see exactly who is working on the project in real-time – without having to jump into the project.

Add task rules to your task templates to intelligently automate your workflow process. Go to your CoSchedule calendar to get started.  

To see the full list of conditions and actions for tasks, check out our help doc.