Automate item status to "done" when sub-items meet certain conditions (plural ;)

Platform discussions
, , ,
1

Hi,

my current task is setting up an automated acceptance procedure for project items.
The item should be marked as accepted, when the subitems are either “accepted” or “accepted with reservations”.

Right now the automations offers this automation as a template:

image

This would be acceptable for my plans if I had only one subitem status that would result in client’s acceptance.

Case 1:
I have 4 subitems. All are “accepted”.
→ Parent status and therefore the linked status switch to “accepted”. GREAT! :slight_smile:
Case 2:
I have 4 subitems. All are “accepted with reservations”.
→ Parent status and therefore the linked status switch to “accepted”. GREAT! :slight_smile:
Case 3:
I have 4 subitems. 2 are “accepted with reservations”. 2 are “accepted”.
→ Monday goes BOOO! Parent status is now half / half and does not fullfil any of the criteria. So the linked status does not change to anything.

Abnahme
Abnahme846×322 43.7 KB

So, now I have thought “let’s set up this automation in a different way”

-When all subitems of an items have status of “accepted” or “accepted with reservations”-
or
-When all subitems of an items do not contain status “not accepted” and does not contain “not processed”-
or
-When parent item status does not contain “not accepted” and does not contain “not processed”-

—> then change the item status to sth.

Simple, right? Unfortunately not.

  • Sadly, the “when all subitems …” function is not available as an option.
  • And all the other automations options do not give me a combination to enable this functionality.
  • Not does the Workflow beta.

Do you have any tips on how to set up the necessary conditions to make the automation work as I intended?

Thanks in advance!
Timo

2

Hi @TFaust ,

you can add the automation: " when subitem status changes to what ever → then set staus to what ever" .

With this automation the number of subitems is no longer important. When one of the subitem status changes, the Status of the items will change.

Add this to your automation: “When all subitems of an item habe the status of something, change the item´s status to something” and it will be a perfect match.

3

@TFaust I just learned a trick to help accommodate a similar situation, where my status on a sub-item was “Not Applicable”.

You add an additional column for the subitems for Parent Status, and build your automation off of this status column. So it would work like this with 2 additional automations:

If subitem status = “Accepted”, update Parent Status to “Accepted”

If subitem status = “Accepted with Reservations”, update Parent Status to “Accepted”

This should result in your Parent Status Column now showing all as “Accepted”. Your automation would now run on the Parent Status column to update the item’s status:

Automation: when all subitems of an item have the subitem Parent Status of Accepted change the item’s Status to Accepted

4

Thanks for the replies,

I will check them monday morning, when I am back in office and will then come back to you properly!

Have a nice weekend!
Timo