Workflows

Workflows let you automate repetitive actions in Takonaut. Instead of manually updating fields, sending notifications, or reassigning tasks every time something happens, you define rules and the system handles it.

How workflows work

A workflow rule follows a simple pattern: when something happens, do something in response. Each rule has:

• Trigger — the event that starts the workflow.
• Conditions (optional) — filters that determine whether the action should run.
• Action — what the system does when the trigger fires and conditions are met.

Workflow rules

Create and manage rules from Settings > Workflows > Rules.

Creating a rule

1. Click Add Rule.
2. Select a trigger event.
3. Optionally add conditions to narrow when the rule fires.
4. Choose one or more actions.
5. Name the rule and save it.

Rules can be enabled or disabled at any time without deleting them.

Available triggers

Available actions

Follow-up card automation

The Create follow-up card action (task.create_followup) spawns a new linked task each time the rule fires. This is useful for recurring checklists, handoff tasks, or any pattern where completing one card should immediately queue up another.

The follow-up card is a full task in its own right — it gets its own ID, status, and fields — and is linked back to the task that triggered it.

Conditional assignee

By default, a follow-up card is either unassigned or assigned to a fixed user. With the conditional assignee strategy you can pick the assignee dynamically based on the source task’s fields at the moment the rule fires.

How it works

When the rule runs, the system evaluates an ordered list of branches. Each branch has:

• when — one or more field conditions (all must be true for the branch to match; they are AND-combined).
• assignee — who to assign the follow-up card to if this branch matches.

The engine walks the list from top to bottom and assigns using the first branch that matches. If no branch matches:

• A default assignee is used if one is configured.
• If there is no default, the follow-up card is created unassigned.

Source task fields

Conditions are written against the source task using task.* paths:

Operators

Assignee types

Each branch’s assignee (and the default) is one of:

Org-membership requirement: explicit assignees must be active members of the organization the rule belongs to. Rules that reference a non-member or an inactive member are rejected at save time. At execution time, if the resolved assignee is no longer an active member of the organization, the follow-up card is silently left unassigned rather than failing the automation.

Example configuration

assignee_strategy:
  type: conditional
  branches:
    - when:
        - {field: task.priority, op: "==", value: high}
      assignee: {type: explicit, user_id: "<user-uuid>"}
    - when:
        - {field: task.custom_fields.squad, op: "==", value: flutter}
      assignee: {type: explicit, user_id: "<user-uuid>"}
  default: {type: source_assignee}

In this example:

• High-priority source tasks assign the follow-up to a specific user (the first branch).
• Tasks on the flutter squad assign to a different explicit user (the second branch).
• Everything else keeps the same assignee as the source task (source_assignee default).

You can combine multiple conditions in a single branch to narrow the match further — for example, require both a specific priority and a specific team:

- when:
    - {field: task.priority, op: "==", value: urgent}
    - {field: task.team_id, op: "==", value: "<team-uuid>"}
  assignee: {type: explicit, user_id: "<on-call-user-uuid>"}

Workflow templates

Takonaut includes pre-built templates for common automation scenarios. Templates provide a starting point — you can use them as-is or customize them to fit your process.

Examples of built-in templates:

• Auto-assign reviewer — when a task moves to “In Review”, assign it to the team’s designated reviewer.
• Sprint rollover notification — when a sprint ends, notify the project manager about unfinished tasks.
• Blocker escalation — when a task is blocked for more than 24 hours, notify the team lead.
• Welcome assignment — when a new member joins a project, create an onboarding task assigned to them.

To use a template, go to Settings > Workflows > Templates, select one, review the configuration, and activate it.

Run history

Every time a workflow rule fires, it is logged. The run history shows:

• Timestamp — when the rule was triggered.
• Rule name — which rule fired.
• Trigger event — what caused it.
• Outcome — whether the action succeeded or failed.
• Details — the specific data involved (e.g. which task, which user).

Use the run history to verify that your rules are working as expected and to debug any issues.