Automation applying only to tasks and not subitems

Andrew Hookman

I wanted to know if there is a way to create automation for tasks and not subitems/subtasks. My situation is this: I have automation set up that moves anything marked completed to a folder. Typically there are subitems associated with a given task, and those subitems are completed before the task is completed. By completing the subitems first, this is moving those to the folder, and then moving them again when the task is completed, thus doubling up the folder where all the tasks and subitems are going. When viewing the folder, the subitems now show up twice on the page, once on their own, and then again as a dropdown in the task.

When I run a report or create a chart view, I believe it is displaying the correct numbers and not doubling up the subitems, but it is confusing to myself and especially others when viewing the normal table view.

David Simmington

Hi @Andrew Hookman,

In Wrike, subitems are still items, so a rule like “when status changes to Completed, then move item to folder” will also apply to subtasks/subitems if they are inside the rule’s scope. I don’t believe there is a clean “only apply this automation to parent tasks, not subitems” toggle. The best workaround is to narrow the automation with an additional condition so only the items you want archived qualify.

An idea: Use a custom field as an archive flag.
Add a custom field like “Archive Eligible” or “Parent Task = Yes,” populate it only on the parent-level tasks, and add that as an “and if” condition in the automation. Since Wrike automation conditions support custom fields, the rule can be:
-When status changes to Completed
-And if Archive Eligible = Yes
-Then move item to Archive folder

Another idea: Use a separate task type/custom item type for parent-level work.
If your space uses custom item types, you may be able to scope the rule more narrowly to the relevant item type instead of all tasks. Wrike’s automation rules can apply to tasks, projects, and custom item types depending on whether the rule is account-level or space-level.

For your situation, I'd personally try the custom field idea. It gives you the most control.