When managing projects, some tasks depend on other tasks being completed first. For example, before publishing a YouTube video, you’ll typically need the video file, a thumbnail, and a title and description. Once all these supporting tasks are marked as Ready, you can use a Task Scenario to automatically create the next task, saving you from manual work.
While this guide uses publishing a video as the example, the same approach applies to any workflow where one task depends on others being completed first.
Here’s how to set it up using Task Scenarios:
1. Understand the Workflow
In this example, a publishing task should only be created after the following three tasks are marked as Ready:
- Video Edition
- Thumbnail
- Title and Description
Once all three are ready, the system will automatically create a new task called "Upload to Platform" and copy the required files from the other tasks into it.
2. Create a Task Scenario Template
- Hover to Workspace Settings from the left navigation panel and go to Automation.
- Select Task Scenario Templates.
- Click Add Task Scenario Template.
- Click Chain for the Automation Type.
- Enter a title such as Upload to Platform.
- Select the task type that will be created
- Assign tags to the task (e.g., Language Version tag category)
- Assign executors through people or partners
- Assign clients through people or partners
Configure File Transfer
- Select the folder for files to copy from, such as the Approved and Ready folders
- Select the destination folder in the created task
Configure Execution Trigger
- Choose the task status that will trigger when the scenario runs
Configure Task Dependencies
- Set that the scenario requires other tasks to run
- Define how many tasks are required and the conditions they should meet
Configure Duplicate Prevention
- Enable "Do not create if a task was already created by this template" to prevent duplicate tasks
This scenario will:
- Automatically create a publishing task
- Collect all related files from required tasks
- Copy files from Approved and Ready folders
- Prevent duplicate tasks
Click "Create" to add the chain scenario template.
3. Applying the Task Scenario
- Go to a Card.
- Hover over each related task (e.g., Video Edition, Thumbnail, etc.)
- Hover to the scenario icon and select the Task Scenario you just created.
- Apply the scenario to each task by repeating this step for all required tasks.
4. The System Will Handle the Rest
- Approve the required tasks that have been assigned to the scenario so they will be marked as Ready.
- A new Upload to Platform task will be created automatically.
- All necessary files from the supporting tasks will be copied into it.
- The right executor will be given access.
