How a rule works
Each rule has one trigger (when), up to 10 conditions that must all match (if), and 1 to 10 actions that run in order (then). A rule belongs to one space, and every member of the space (owner, admin or member) can create and edit its rules in Automations in the app.
A trigger can be limited to one list or left to fire in any list. Every rule keeps a run log of what it did, and of why an action was skipped (for example, the task already had the tag).
Triggers (10)
| When | Also narrow it to |
|---|---|
| A task is created | Nothing more |
| A task is completed | Nothing more |
| A task is reopened | Nothing more |
| A task is moved | The list it left, or any list |
| A tag is added | One tag, or any tag |
| A tag is removed | One tag, or any tag |
| Priority changes | The new priority, or any change |
| All checklist items are checked | Nothing more |
| A task is assigned | One person, or anyone |
| A task becomes overdue | Nothing more |
Every trigger can be limited to one list, or fire in any list.
Conditions (6 kinds)
A rule can check up to 10 conditions. The actions run only when all of them match.
| Condition | Matches when |
|---|---|
| List | The task is in, or not in, one or more lists (up to 20). |
| Tag | The task has, or doesn't have, a tag. |
| Priority | Priority is, is at least, or is at most None, Low, Medium or High. |
| Title | The title contains some text (1 to 100 characters). |
| Due date | The task has a due date, or has none. |
| Assignee | A named member is assigned, someone is assigned, or nobody is. |
Actions (12)
A rule runs 1 to 10 actions, in order.
| Action | What it does |
|---|---|
| Move it to | Move the task to another list. |
| Add tag / Remove tag | Add or remove one tag (1 to 32 characters, no spaces or commas). |
| Set priority to | None, Low, Medium or High. |
| Set the due date | A number of days (-365 to 365) from today or from its due date, or clear it. |
| Assign to / Unassign | A member, or whoever triggered the rule; unassign one member or everyone. |
| Mark it complete | Complete the task. Skipped while it still has open blockers. |
| Create a task | Add a new task (title up to 200 characters) to a list. |
| Add checklist items | Add 1 to 20 checklist items (up to 200 characters each). |
| Post a comment | Comment on the task (up to 2,000 characters). |
| Notify | Notify the assignees, the creator, the watchers or a member, with an optional message (up to 280 characters) and push. |
Presets (5)
Start from a one-click preset and edit it like any other rule:
- Tidy up completed tasks: When a task is completed in any list, move it to a list you pick.
- Raise overdue tasks: When a task becomes overdue in any list, set its priority to High.
- Finish with the checklist: When every checklist item is checked, mark the task complete.
- Claim new tasks in a list: When a task is created in a list you pick, assign it to you.
- Park what you're waiting on: When the tag waiting is added, set the priority to Low.
When rules run
- Rules also run on tasks written through the API, email to task, the iOS Shortcut and the Slack and Discord commands (see Integrations), not only on changes made in the app.
- “Becomes overdue” fires once per task each time its due moment passes, and switching a rule on never fires it for tasks that were already overdue.
- Gumhop won't save a “task is created” rule that creates a task in a list it watches, because it would loop forever.
- Gumhop pauses a rule by itself if it loops, fires in a sudden burst, or its list is deleted.
- “Whoever triggered it” is never set by scheduled or API changes, so those skip assign-to-actor actions.