Automotation with custom field formula

In Wrike, we track the estimated effort (field Effort) with the actual effort (field Time spend) used.

For that, a another custom field was created: Residual Budget (with formula [Effort] - [Time spend])

With automation, we want to trigger an event (in this case, a message) when field Residual Budget becomes negative.

How it possible to realize it?

So far I found the only formula which we can use it in this link: https://help.wrike.com/hc/en-us/articles/29705036419095-Using-Formulas-in-Wrike-Automation

There are currently only for using with Dates....

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Comments

Pietro Poli

Not for now @Franz Müller,
is not possible to trigger an automation by a formula custom field (except dates).
The only workaround I've found is to use Wrike Integrate.

Franz Müller

Hi Pietro

Thank you for you Feedback. Is there a plan that is possible in future?

Could you explain me the workaround with Wrike integrate? Are there a specific integration?

Franz Müller

@Pietro Poli: Could you give me an answer to the post above?

Rohan V

Hi @Franz Müller 👋, while we wait for a reply from Pietro, I would suggest getting in touch with our Support Team to see if there are any workarounds for what you are trying to achieve. If you would like me to raise a Support Ticket on your behalf, just let me know, I’d be happy to do that for you. Thanks!

Pietro Poli

Hi @Franz Müller,

the core logic is quite straightforward. I'm working with two key pieces of information:

Time Spent: This is a cumulative total of all the timelogs recorded for a project.
Total Project Budget: This is a custom field that holds the overall budget allocated for that particular job or project.

Each night, an automated process runs. It calculates the difference between the actual time spent on the project and its total allocated budget, expressing this difference as a percentage.

If this percentage reaches or surpasses certain predefined thresholds – specifically 50%, 75%, 90%, or 100% – an automated workflow kicks into action within Integrate. This workflow then does two important things:

First, it applies a specific label (which is another custom field) to the project, indicating its current budget status. For instance, it might label it '50% Budget Used' or 'Budget Exceeded'.

Second, it automatically generates a comment directed to the project owner. This comment clearly states that the project has reached 'X' hours worked out of a total budget of 'Y' hours. In some critical cases, this notification is also extended to the administration and the relevant sales team, ensuring everyone is aware of the project's progress against its budget.