How to set up automations

Automations in Vaiz help you cut routine work on each board by running simple “When → Then” rules — so tasks can auto-assign, move, change type, archive, or notify other tools without manual effort. In this guide, you’ll learn how to set up, edit, and control automations step by step.

Step 1. Open the board and the automation tab

1. In the top-left space switcher, select your Space.

2. In the left sidebar, choose a project.

3. After you select the project, its default board opens automatically. Click “Automation” in the top header.

Note: If automations already exist, you’ll see their list; if not, you’ll see an empty state with an illustration and an Add automation button in the center.

Step 2. Build the automation (When → Then)

1. Add automation and (optionally) rename the rule if needed.

2. In When (trigger), pick what starts the rule:

• Archived — fires when a task is archived.
• Assigned — fires when a task gets (or changes) assignee.
• Group changed — fires when a task is moved between board columns.
• Type added — fires when the task type is changed.
• Completed / Uncompleted — fires when a task is marked done / reopened.
• Priority changed — fires when task priority is changed.
• Task cCreated — fires when a new task appears on this board.
• Comment added — fires when a new comment is posted on the task.

(Optional) Click “Add condition” to add extra checks. Сonditions use AND logic (all must be true).

3. In Then (action), choose what should happen:

• Archive — archive the task.
• Assign — set or change the assignee.
• Complete — mark the task as done.
• Change group / Move to group — move the task to another column.
• Add type — apply or update the task type.
• Webhook — send an HTTP request to an external service.
• Send message to Slack — post a message to a selected Slack channel.
• Move to board — move the task to a different board.
• Duplicate task — create a copy of the task.

You can add multiple actions — click “Add action” to keep adding.

Note: Duplicate actions of the same kind (e.g., two Archive) aren’t allowed, but you can add multiple Webhook actions (different URLs).

4. Turn the Automation on. Use the toggle at the top-left to enable the rule. The counter labeled Ran shows how many times the automation has run.

Example 1: Auto-archive done tasks

1. When: Completed.
2. Then: Archive.
3. Toggle the rule “On”.

When you complete a task, it will be archived automatically. You can unarchive it later if needed.

Example 2: Chain actions

1. When: Completed.
2. Then: Change group → Backlog, then Move to board → pick a destination board (optionally with a specific group)
3. Toggle the rule “On”.

Step 3. Manage your rules

• Use the Off/On toggle to pause/resume a rule.
• Click the trash icon to delete a rule.

Note: You can keep multiple rules on the same board; they run independently.

Permissions & limits

• Only Owners and Managers can create or edit automations; other roles can view them.
• Usage limits depend on your plan. If you hit the monthly limit, executions pause until the quota resets (see the Pricing page for current limits).
  

Conclusion

Now you know how to build board-level automations in Vaiz by combining triggers, conditions, and actions, chaining multiple actions, using webhooks, and managing rules with the on/off toggle. If a rule doesn’t fire, check that it’s enabled, all conditions are met, and your plan’s monthly quota and permissions allow execution. Automations will help you remove routine steps and keep work moving on its own.