Organize blueprint and Automation

Hi!
I work in a web agency and oneof our main activities is to create websites for our clients.
To do this, we have structured a very full-bodied blueprint that encompasses all the phases, from the interview, to the briefing, to the graphic design up to development, testing and go live.

For each phase we use containers (tasks or folders) and inside we insert all the "standard" tasks with the activities we have to carry out.
Using blueprints is a great way for us to avoid recreating similar tasks for each project.

We now have a need, that is to be able to see the project divided by work department and we have 5 departments (PM, Graphics, Copy, Frontend Devs, Backend Devs).
Each department has a specific folder and currently I have set up an automation that, when a task is assigned to a person (who is part of a department), adds the task to that specific folder.

The folders of the 5 departments are within the same PROJECT where there are the tasks of the whole development.

Automation works, but for every website we launch I have to recreate the automation rules. I would like to create a rule that can apply to any site that we launch, and therefore the possibility of declaring a folder, which always has the same name, but relative to the project in which I am.

Do you have any advice on this?

Thank you

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Comments

Florian Kislich

I don't understand why you don't put the tasks in the department subfolders in the blueprint.
And if tasks are added manually after creating the project from the blueprint, they should be placed in the right folder directly.
What am I missing?

Operations Manager

Hi @Florian Kislich,

I use different blueprint and some task are already created in blueprint but with no assignee.

I don't understand why you don't put the tasks in the department subfolders in the blueprint.

Because I've some tasks that I'll create in second moment and I don't want to add the same task to two different folders. It's just to remove manual errors.

Florian Kislich

Hi Pietro

you are confusing me...

First you wrote your automation rule

adds the task to that specific folder.

And now you say

I don't want to add the same task to two different folders.

Your automation rule will exactly do this: Add the task additionally to the specific folder, so it will appear in two folders!

Operations Manager

Hi @Florian Kislich
sorry, maybe my english is not perfect.

In any case.
My need is to automate adding the task to a specific folder (but relative to the path where I am).

I have project A which contains a number of tasks and subtasks organized in such a way that it is easy for us to understand the whole project. Project A is created via a blueprint and I add it to a workspace in a folder named after our client's company name.

Now as we assign the tasks in the project, I would like that, based on the person's role, this task would also be automatically added to a folder (inside the project) named with this person's role. If he is a PM he will go under PM, if he is a backend developer he will go under Backend, if he is a frontend developer he will go under FRONTEND.

I can do this, by creating automations and specifying exactly what folders are inside a PROJECT. I'd like to, but I think it's impossible (at this point) to create an automation that can be good for PROJECT A, seen above, and tomorrow for PROJECT B that I will create as needed, without having to change or duplicate the automation rule.

Florian Kislich

OK, so you want to have each task in two folders, one organized by the project tructure, and the other one organized by assignees.

I think it would be much easier to achieve the second structure not by additional foders, but with filters. For exaple, you could add customized views to your project that shows all tasks assiged to a specific person. Or use dashboards.

Have you already considered this solution?

Florian

Operations Manager

Thanks @Florian Kislich,

your suggest make sense, but I need additional folders, because we have an integration who read timelog and takes, from the second folder some details to connect our wrike to our billing software

Thanks

Kyle Martin

Hi @Operations Manager,

Have you found a solution for this yet? I have a similar structure to my blueprints, and need the same thing to happen. In my case, I have 4 departments that a project gets spread over.

Sales
Engineering
Manufacturing
Install

In my case, I use a project item type, instead of a task, for the phase, with tasks as the sub items. When i create a new job, i have an automation that drives the correct phase to the correct folder, using a status as the "if" factor so it goes to the right spot. This has worked really wall for us

As you can see, the 3 phases in this job are save in two places. In the project itself (we call this the parent project) and in the folder that it needs to be. In this way, I can give my manufacturing team access to their folder, but they don't need to look past all the other tasks that don't apply. There can also be information in the Sales Phase that i don't need my engineering team to see.

I hope this is helpful a few years later... feel free to ask questions.

Pietro Poli

Thanks @Kyle Martin