Card is Updated Automation in Kanbanize

How can the card update runtime policy help?

As another valuable contribution to the set of runtime policies meant to automate the processes taking place across boards within an account, we are introducing the “card is updated” runtime policy. As we’ve said before, there is a vital need to optimize time and, at Kanbanize, we are aiming to shave off as much lag time off of your processes as possible to improve both speed and quality. Make sure to configure the card is updated runtime policy and you will find that a number of your tasks are getting completed or delegated automatically…and in the nick of time, too!

What can the card update runtime policy do?

When applied, this runtime policy triggers an action based on the updating of the properties (Title, Priority, Color, Assignee etc.) of a card to translate the change into a pre-defined action that takes place automatically in the same or in another board.

For example, you can set up a “card is updated” policy which makes a new card in the Requested column on your board whenever the color of a card in another board in the project is updated. 

In another example, you can set up similar functions in the same or another board with the requirement that when a card’s deadline changes it is automatically moved to a different column, its color changes and it is assigned to someone else. 

You can use it for many and even more sophisticated scenarios.

How to configure card update runtime policies?

To configure a card is updated policy, go to Administration Panel and the Runtime Policies tab. Choose the card is updated policy from the menu on the right:

Policies menu2

When you select the card is updated policy, you will be presented with the configuration panel, which looks like this:

If you click on Add New Field link you will be able to choose which changes of the card attributes will be taken into account and monitored (ex. Assignee change, Color change, Title change…):

1st field

The next part is to use the Add New Property link to set the requirements of the cards that are affected by the policy (ex. all that are in Development Board, all that contain the word “feature” in their description…):

Policy setup

Then input what you need to occur in the event that the type(s) of card(s) specified are updated. For example, in the event a card is updated, you may choose to create a new card with a certain set of attributes somewhere else. Click the “Not set” link under the Create Card panel to select where the new card will be created.

Use the Add New Action link in order to define whether an entirely new card is created and where, whether a color of a card gets changed, a notification gets sent, the card gets moved and other options.

second column (1)

As with the other runtime policies, you have the option to Invoke Web Service, a feature which allows you to send the information you create in Kanbanize and link it with an external web service.

Invoke web service

You also have the option to send a custom email notification automatically to internal users in Kanbanize, any emails you might be collecting in your custom fields or any external stakeholders you might want to keep in the loop about actions on the board. Select the “Send Notification” action and configure the message you want to be sent out in the scenario.

custom mail notifications

After you have entered all of the card properties that you need, make sure to click save in order to confirm your selection. Congratulations, you’re on the fast track to automating your tasks!

Keep Kanbanizing!

 

2 thoughts on “Card is Updated Automation in Kanbanize

  1. Douglas Robinson

    I was working through some concepts using the Runtime Policies, and was wondering about setting an action based on who is moving the card. I see the Assignee and Reporter are available as options, but wondering if there is one that represents the logged in user (if they are not the Assignee or the Reporter, I may need to read up on the use of the Reporter)?

    Thanks

    Reply
    1. Alex Novkov

      Hi Douglas,

      You can use the custom fields for this purpose. Just create one so that you know who else is working on the card (e.g. contributor) and be sure to include it in every card you create. After that, set up the policy to activate upon action by a contributor of your choice. Please note that a card can have just one contributor and if you have more people working on it, you’ll have to create additional custom fields (e.g. contributor 2, contributor 3, etc.).

      Cheers,
      Alex

      Reply

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