Master the Power of Repeating Tasks in SmartSuite 🔄💪

In the ever-evolving world of automation, SmartSuite has taken a step forward with its latest feature for repeating tests. This amazing feature allows users to mark any task in their SmartSuite solutions as a repeatable task. With just a few simple clicks, users can now create new tasks from the completion of the original task. However, some users desired even more complex automation capabilities. In this video, we will explore how to customize repeating tasks in SmartSuite to suit your specific automation requirements. So, if you're interested in discovering how to make SmartSuite fit your needs, keep reading!

Creating Repeating Tasks in SmartSuite:

To follow along, make sure you have your own SmartSuite account. If you don't have an account yet, use our link [insert link] to sign up for a free trial. Once you're set-up, navigate to SmartSuite and open a brand new solution called "Repeating Tasks."

Let's start by revisiting the previous video where we discussed the new feature of repeating tasks in SmartSuite. Each task includes essential elements such as a name, assignee, priority, status, and due date. The repeating task feature is easily recognizable by its "repeat" icon, and you can set the repeat frequency based on various parameters, such as weekly, monthly, or custom intervals.

Introducing Custom Automation Conditions:

But what if you don't want the automation to trigger solely based on task completion? Many users expressed a desire for more control over automation triggers. They wanted to define conditions based on other criteria before repeating the automation process. Let's explore how to achieve this customization.

To begin, we need to disable the repeating task feature. Once that's done, we can start building our custom automation conditions. To ensure this automation applies only to specific tasks, we'll add a new field to our task table. A single select field works well in this case, and we'll establish unique criteria for each task that needs to be repeated.

Next, we'll set up automation rules based on these criteria. We're going to create an automation that triggers when certain conditions are met. For instance, you may want the automation to run only if a task is assigned to a specific person. To do this, we'll use a condition that checks the assignee field and verifies if it's the desired person. Additionally, we'll ensure that the frequency field is not empty and that the task type is set to 'recurring.'

Avoiding Infinite Loops:

While building this automation, it's crucial to consider potential infinite loops. Without careful planning, tasks may be created endlessly, resulting in chaos. To prevent this, ensure that there's a condition within the process that differentiates each subsequent task from the previous one.

Creating the Action:

Once the conditions are set, it's time to define the action that will occur when the automation runs. In this case, we'll create a new task using information from the previous record. We'll dynamically update fields such as the due date, assignee, and date frequency.

Keep in mind that while updating fields, it's imperative to leave the 'type' field blank to avoid the perpetual loop. Additionally, make sure to copy the task title to the new task, which I forgot to do in the video example.

Testing and Implementing the Automation:

Before wrapping up, make sure to save your changes and try out your automation. In the video example, a record that meets the custom conditions triggers the automation. This creates a new task with the same priority, assignee, and calculated due date. The type field is left blank to prevent infinite loops, ensuring the automation runs as intended.

Conclusion:

In this video, we've explored the advanced automation capabilities of SmartSuite's repeatable task feature. By customizing automation conditions, users can trigger tasks based on specific criteria rather than simply relying on task completion. This level of control allows for more tailored and efficient automation, minimizing chaos and ensuring tasks are generated with precision.

Remember, automation is a vast topic, and this blog provides a summary of the video content. If you have any further questions or need more detailed explanations, please drop them in the comments section below. Keep building and automating with SmartSuite!