Robots for
task assignmentActions such as assigning tasks, or setting a due date or a task list owner can easily be automated by the task list robots. You can find a detailed description of what each task list robot does and how to create them.
Robots for
task assignmentFor task assignment, you can choose between 2 robots with different task-assignment actions:
Mandatory assignment robot: When set, all tasks moved to a selected list must be assigned to at least one person.
Assignment robots: When set, all
tasks created or moved to a selected list get automatically assigned
to at least one person, or all previously set assignees get removed.
The "Assignment" robot is disabled when creating a personal template, or in a template with no people invited.
Click on the robot
icon 
under the "Robots"
section.
From the menu, select "Mandatory assignment" or
"Assignment" A new dialog opens:
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To set the robot:
Mandatory assignment: Click
"Create". A new robot chip
appears
on the selected list.
Assignment:
In the upper section
of the dialog, click on the menu icon 
to select between the trigger actions
"created in" and "moved to".
In the lower section of the dialog, choose the consequence of the robot. You can choose between:
"assign to", which automatically assigns all tasks to selected people.
"unassign from all", which removes all previously set assignees.
The "unassign from all" option is only available if the task is being moved.
If you've chosen "assign to" as consequence, click the people chooser icon to select task assignees or assign all task list owners. You can also assign tasks to new users.
If you're moving the tasks and assigning them to people, choose between keeping the existing assignees or removing them.
Click "Create". A new robot chip
appears on the selected list in the wizard.
Task management
robotsThese robots help you automate task creation processes on a task list. The two task creation robots are mutually exclusive. This means that of one of them is set on a list, the other task creation robot will be disabled for that list.
Robot
for task creation restrictionWith this robot, you can disable task creation in a specific list for all people inside the Workroom, regardless of their role. To create this robot:
Click on the robot
icon
under the "Robots"
section inside the wizard. From the menu, select "Task management"
and "Creation restriction". A new dialog opens:
Click "Create". A new robot chip
appears on the selected list.
To save the changes and close the wizard, click "Create" if you are editing a new template, or "Save" if you are editing an existing template.
As soon as you save the changes in the wizard and close the wizard, the "Create new task" button will be unavailable for everyone on the selected list and from that point task creation will be disabled.
Tasks already created are not affected by this robot.
Automatic
task creation robotWith this robot, you can automate the process of creating new tasks from newly added assets on a selected task list. Once the robot is created and new assets added to the defined folder, the robot will get activated and individual tasks will be created on the selected list.
Functionality notes
Only 1 task is created per asset. The assets can be uploaded to the root folder or any other sub-folder, added from CELUM Content, or added via the CELUM Drive app.
Portal snapshots are exempt from automatic task creation. This means, that the robot will not be triggered for these particular assets.
To create this robot:
Click on the robot icon under the "Robots" section for a specific list.
From the menu, select "Task management" and
"Automatic creation". A new dialog opens:
Click on the "Add folders" icon 
to add one or multiple
folders inside the Workroom that the robot
should look out for. The chosen folders will be listed in
the dialog.
Click "Create". A new robot chip 
appears on the selected
list.
To save the changes and close the wizard, click "Create" if you are editing a new template, or "Save" if you are editing an existing template.
When saved, the folders in the asset explorer will have a robot icon that signals that a robot has been set on it.
Once the automatic creation robot is created, you can add other folders or remove existing ones:
Go to the "Taskboard and robots" section of the Workroom wizard.
In the task list, click on the automatic task creation robot chip.
In the "Edit robot" dialog, you can:
See all folders with the robot. Each folder is represented by a chip.
Add other folders by clicking on the folder picker and selecting folders from the list.
Remove folders from the robot by removing its chip or deselecting them in the "Select folder" dialog.
If folders are deleted in the asset explorer, their chip will be removed from "Edit Robot" dialog as well.
Click "Save" to apply the changes.
Due date robotsWith these robots, you can choose between different due date formats to be set for a task that is created or moved to a particular list. To see the available formats and activate the robots:
Click on the robot
icon
under the "Robots"
section of a list. From the menu, select "Due date". A new
dialog opens:
In the dialog, click on the menu icon
to select between "created" and "moved" to a list
as actions that trigger the due date robots for a particular list.
Once the trigger is set, you can choose between different due
date formats for tasks:
If a task already has a due date set, and is moved to a list with a due date robot, the due date will be adjusted to the date defined by the robot.
time period – define a number of days during which the task must be finished,
a defined due date – select a date up until which the task must be finished,
task list due date – use the selected list's due date as a time frame for finishing a task. If the list doesn't have a due date defined, the robot will not be triggered.
remove due date – completely remove the due date for a task. If a task doesn't have a defined due date, the robot will not be triggered for that task.
Click "Create". A new robot chip
appears on the selected list in the wizard.
Task list
owner robotWith the "Task list owner" robot, you give more control to task list owners over actions on tasks that are created or moved to their lists. To activate this robot:
Click on the robot
icon
under the "Robots"
section inside the wizard. From the menu, select "Task list owner".
A new dialog opens:
In the dialog, click on the menu icon .
There, you can choose between different actions on tasks that will
be available to a task list owner
only:
moving a task - only a task list owner can move tasks on a list once the robot is activated,
moving and editing a task - only a task list owner can edit and move tasks on a list once the robot is activated.
Click "Create". A new robot chip
appears on the selected list.