**As** an OpenProject admin 
**I want to** set up automated workflows
**so that** project members are relieved of tedious work and work packages status and values are more conform.

**Acceptance criteria**

* All changes caused by automations are performed by a new system user that gets introduced to OP.

* The new system user's action are limited to the given permissions.

* When certain actions can not be performed, due to lack of permissions, admins need to be notified about it.

* All changes to WPs need to create a new journal entry. The the new system user is shown in the journal entry as performing user of this changes.


**Why?**

_"Automate the routine and unlock potential"_

Automated workflows streamline operations and improve overall productivity by

* Relieving team members of tedious administrative tasks and allowing them to focus on more valuable work.

* Reducing the likelihood of human error.

* Allowing for controlled changes in project areas for which team members would otherwise not have permissions for.


The team ends up with increased efficiency, productivity and consistency.

## Customer use cases

* Close Milestones automatically through a work package relation (e.g. includes/part of or precedes/follows) when predecessor has been closed

* If all the Tasks have been set to "Closed" -> Then the overlying Parent (for example, a Project under which all those tasks are arranged) is automatically set to "Closed" as well.

* Someone creates a task; status is new  -> Someone different from the author adds a comment  -> Status should now automatically change from new to "in progress"

* If a work package is between start and finish date AND there are preceding or blocking WPs that are not closed yet, set status to "blocked"

* If status change is to "closed" and there is a following WP, email or notify assignee of following work package

* I would say that the status would only toggle automatically when the Assignee does something (comment \*\*or\*\* enters "spent time").

* 'solved' status, then the assignee was automatically removed, as the CCB needed to assign a different user.

* For changing user defined values like a checkbox in the task overview by changing the task status.

* Would be helpful to set the progress to 100% once a WP is moved to "Closed"

* Enter project progress in % --> automatic status change to "in progress" Begin of the insertion

* Change the status of at least one child work package to status `ST_A` --> change the status of the parent work package to `ST_A`

* Change the status of all child work packages to status `ST_B` --> change the status of the parent work package to `ST_B`End of the insertion


## Customer cases (unified and grouped)

### Triggered by user changes in WP

#### Status changed -> change field to value

* Status set to solved -> assignee gets removed

* Status is changed -> custom field checkbox gets changed

* Status is closed -> progress gets changed to 100%


#### Field is changed -> change status

* Spent time is added -> status gets changed to in progress

* When progress is changed to > 0% -> status gets changed to "in progress"


#### Others

* Comment is added -> status gets changed


### Triggered by user changes in relational WP

#### Status is changed -> trigger from relational -> change status if all/some/one relational has status

* Status is changed to close -> relational milestone status gets changed to close

* Status is changed -> parent status gets changed


#### Status is changed -> trigger from relational -> action

* Status is closed -> users of following WP get notified

* Status is open -> preceding gets blocked (out of scope)UI


###

## Additional functionality needed to move from "Custom actions" to **Automation**

### Triggers (sorted by priority)

* Button \[label\] (exist but needs a label input)

* Other automation

* Status transition to \[status\]


Out of scope:

* Field(s) updated \[field\] \[change\] (user needs to specify field and what changes happened e.g. all, specific value, deleted etc)

* Created

* Deleted

* Comment \[added/edited/deleted\]

* Assigned

* Linked


### Condition

* Status of all \[relation\] is \[status\]


### Action

* Trigger \[automation\] for \[relation\]


## Example:

**Scenario:**

There are work package types AUFTRAG and FACHKONZEPT and DV-KONZEPT. An AUFTRAG can include (via a relation) mutliple FACH- or DV-KONZEPTs. A FACH- or DV-Konzept can be included (via relations) in multiple AUFTRAGs.

**Desired automation:**

AUFTRAGs get automatically closed when all included FACHKONZEPTs and DV-KONZEPTs are closed.

**Solution:**

Create 2 rules.

**Rule 1:** When FACHKONZEPTs or DV-KONZEPTs get closed trigger Rule 2.

```text
Trigger: Status transition to "closed"

Conditions 
- Type: "FACHKONZEPT" OR "DV-KONZEPT"

Action
- Trigger rule 2 for all work packages that fullfill the condition
-- "All related work packages" WHERE
--- "relation type is" "part of"
--- "work package type is" "AUFTRAG"
```

**Rule 2:** Check if all included FACH- or DV-KONZEPTs are "closed". If true close yourself (the AUFTRAG)

```text
Trigger: Other rule

Condition
- Type: "AUFTRAG"
- All related work packages WHERE
-- relation type is "includes" AND
-- type is FACHKONZEPT OR type is DV-KONZEPT CHECK CONDITION
--- all are "closed"

Action 
- "close"
```

## Wireframes

### New UI options needed

<img class="image_resized op-uc-image op-uc-image_inline" style="width:594px;" src="/api/v3/attachments/92765/content">

###

### Automation: AUFTRAG is closed

<img class="image_resized op-uc-image op-uc-image_inline" style="width:660px;" src="/api/v3/attachments/92764/content">

### Automation: Close KONZEPT when done

<img class="image_resized op-uc-image op-uc-image_inline" style="width:753px;" src="/api/v3/attachments/92763/content">

###