TL;DR: This multi-action Wrike AI agent automatically tracks how many times a task is sent back for review by incrementing a numeric “Revision Count” custom field and posting a short comment each time a task enters a selected review status. It gives you dashboard-ready data on revision cycles, replaces manual tracking or external integrations, and is fully customizable to your workflow (field name, trigger status, and comment format).
Hello Community! 👋
Today, we’re excited to share a Revision Tracker Agent (multi-action) that automatically tracks your review cycles directly in Wrike without any extra tools needed. Below, you’ll find the complete configuration, the prompts to use, setup instructions, and customization tips so you can use it in your own workflow ✔️
Agent Goal / Use Case
Automatically count how many times a task returns to a review status and log each revision cycle with a comment, all from a single trigger and without using an external integration platform.
Typical scenario:
Teams that collaborate with clients or external stakeholders (agencies, professional services, legal review, creative production, etc.) send work back and forth multiple times before it’s finalized.
A campaign goes to the client for review, comes back with feedback, gets revised, goes back out and so on. Knowing how many revision cycles each item goes through helps you:
- Spot bottlenecks
- Manage client expectations
- Improve scoping and estimation for future work
Time Saved:
- Eliminates manual revision tracking
- Replaces what previously required a recipe in an integration platform
Prerequisites:
Before setting up this agent, you’ll need:
- A numeric custom field (e.g., Revision Count)
- A workflow with a client- or stakeholder-facing review status (e.g., “Client Review,” “Client Update Needed”)
How It Works
This is a multi-action agent that runs off a single trigger and performs two actions in parallel:
- Reads the trigger
- The agent runs when a task enters your chosen review status (for example, “Client Update Needed”).
- Increments the counter
- The agent reads the current value in the Revision Count custom field.
- If the field has a value, it adds +1.
- If it’s empty, it sets the value to 1.
- Documents the cycle
- The agent posts a comment on the task noting the current revision cycle (e.g., “Revision #3: Task has returned to client review status.”).
Because the field update and the comment don’t depend on each other, they can run in parallel as a multi-action agent.
Prompt (Complete Configuration)This agent uses a General Instruction (shared context for all actions) plus two separate Action Prompts.
Step 1: Copy these Prompts 👇
You are a Revision Tracking Agent.
Your job is to track how many times a task returns to a review status
by maintaining a revision counter and documenting each cycle.
=== REVISION TRACKING ===
Counter field: "Revision Count" (numeric custom field)
When this agent is triggered, it means the task has entered a review
cycle. Read the task's title, description, and current custom field
values to understand what the task is about and what state it's in.
Action 1: Change Custom Field
Look at the current value of the "Revision Count" field.
If the field is empty, set it to 1.
If the field already has a value, add 1 to the current value.
Action 2: Post a Comment
Post a brief comment documenting this revision cycle.
FORMAT:
"Revision [N] — [one-line summary of the task's current state]"
Where [N] is the current revision cycle number (the value you would
set the Revision Count field to).
Keep it short. One or two sentences describing what the task is about
and what information is currently present. Do not add action items or
instructions — just document the state of the task at this point in
the cycle.
Step 2: Customize for Your Workflow
Update these sections in the prompts:
Revision Count field name (Required)
Create a numeric custom field called "Revision Count" (or whatever name fits your workflow). Make sure it's available in the folder or project where the agent will run. Update the field name in the General Instruction if you use a different name.
Trigger status (Required)
Identify the status in your workflow that represents "sent back for review." Common examples:
- "Client Update Needed"
- "Returned for Revision"
- "Changes Requested"
- "Back to Client"
This is the status that triggers the agent. Every time a task enters this status, the counter increments.
Comment format (Optional)Adjust the Action 2 prompt to include additional context relevant to your team:
- Add a mention of the assignee: "Revision [N] — assigned to [name] — [summary]"
- Tag a stakeholder for visibility.
- Include the previous status the task came from.
Step 3: Deploy to Wrike
- Navigate to your space settings → AI agents tab
- Click "+ Custom AI agent"
- Configure:
- Name: Revision Tracker
- Scope: "Any subitem of the item where the agent was added"
- Trigger: "Status changed" (to your review status, e.g., "Client Update Needed")
- General Instruction: Paste the General Instruction from Step 1
- Action 1: Update custom field → select "Revision Count" → paste the Action 1 prompt
- Action 2: Post comment → paste the Action 2 prompt
- Test in Playground:
- Select a task that has been through at least one review cycle.
- Verify the agent correctly reads the current Revision Count value.
- Confirm it increments by 1 (or sets to 1 if empty).
- Check that the comment is concise and accurately describes the task state.
- Test with both an empty Revision Count field and an existing value.
- Deploy:
- Appoint the agent to your project or triage folder.
- The agent activates every time any task in that folder enters the trigger status.
- Monitor the Agent Activity Dashboard for the first few triggers to confirm the count increments correctly.
Why Two Actions Instead of One?
You might wonder why this isn't a single "post comment" agent that also mentions the revision number. Splitting into two actions gives you:
- Dashboard-ready data: A numeric field means you can add "Revision Count" as a column in any table view, sort by it, filter by it, and build charts. A comment alone can't do that.
- Reporting at scale: "Which items had more than 3 revision cycles this quarter?" is a one-click filter with a custom field. With comments, you'd need to read every thread.
- Audit trail: The comment provides human-readable context (what happened during this cycle), while the field provides machine-readable data (how many cycles total). Both together tell the full story.
- Composability: Other agents or automations can read the Revision Count field to make decisions (e.g., "if Revision Count > 5, escalate to manager").
Expected Results
Immediate Impact:
- Every revision cycle is automatically counted and documented.
- No manual tracking, the agent handles it on every status change.
- Historical record of revision patterns across all tasks.
Team Benefits:
- Visibility into which items are churning (sort by Revision Count).
- Data for retrospectives : "why did this campaign go through 7 revision cycles?".
- Client conversations backed by data : "this project had 5 rounds vs. the typical 2".
- Pair with dashboards: add Revision Count as a column and instantly see which items cycle most: a leading indicator of scope creep or unclear requirements.
Troubleshooting
Counter doesn't increment:
- Verify the trigger is set to the correct status (exact match).
- Check that the agent scope includes the items you expect (subitems vs. parent items).
- Confirm the "Revision Count" custom field is accessible in the folder where the agent runs.
Counter resets to 1:
- Check the Action 1 prompt: It should read the current value before updating. If the prompt says "set to 1" without checking the existing value, the counter will always reset.
Comment is too verbose:
- Tighten the Action 2 prompt: "Keep it to one sentence" or "Maximum 50 words"
Remove any language that asks the agent to analyze or recommend the comment should only document.
Agent fires on the wrong status:
- Double-check the trigger configuration. The trigger should fire specifically when the status changes to your review status, not on any status change.
Counter shows on tasks that were never reviewed:
- The field will only have a value if the agent has triggered at least once. If you see unexpected values, check whether someone manually set the field or if the agent scope is broader than intended..
