Automation Overview

Taskade Automations let you connect 100+ tools and services into intelligent workflows that combine human action, AI agents, and real-time execution.

Think of automations as the nervous system of your AI-powered applications. They bridge the gap between your app's knowledge (Projects), intelligence (Agents), and the outside world, creating seamless workflows that can:

• React to Events: Form submissions, webhooks, schedules, project changes

• Process with AI: Analyze, categorize, summarize, and make decisions

• Take Action: Create tasks, send notifications, update external systems

• Loop Back: Update your knowledge base with new insights

How Automations Work

Automations are composed of three key components:

1. Triggers – When Something Happens

• Form Submitted: User fills out a public form

• Webhook Received: External service sends data to your app

• Schedule: Time-based triggers (daily, weekly, monthly)

• Project Event: Task completed, member added, content changed

• Agent Event: Conversation started, command executed

Complete Trigger Reference

Trigger	Description	Use Case
Webhook	External services send data via HTTP requests	API integrations, external tool connections
Agent Trigger	AI Agents optionally run actions during conversations	Agent-powered workflows, automated responses
Task Added	Fires when new tasks are created in projects	Project tracking, initial task setup
Form Trigger	Activates when AI Forms are submitted	Lead capture, survey processing
Project Completed	Triggers when entire projects are marked complete	Workflow completion, milestone tracking
Task Completed	Fires when individual tasks are checked off	Progress tracking, follow-up actions
Task Assigned	Activates when tasks are assigned to team members	Notification systems, workload management
Task Due	Triggers when tasks reach their due date	Deadline reminders, escalation procedures
New Comment	Fires when comments are added to tasks	Collaboration tracking, feedback loops
New Due Date	Activates when due dates are added/modified	Schedule management, planning updates
Task Custom Field Updated	Triggers on custom field changes	Dynamic workflow routing, status tracking
Agent Public Chat Ended	Fires when public agent conversations conclude	Chat analytics, follow-up sequences
Schedule	Time-based automation (hourly/daily/weekly/monthly)	Recurring tasks, maintenance routines
Delay	Pause automation for specific time periods	Timing-dependent workflows, reminders
Mailhook Trigger	Email-to-task conversion with unique addresses	Email automation, ticket systems

Integration-Specific Triggers:

• Calendly: Meeting booked, cancelled, rescheduled

• Slack: New messages, reactions, channel events

• Typeform: Form responses, completion rates

• Gmail: New emails, label changes, search results

• Google Sheets: Row added, cell updated, sheet changes

• Google Forms: Form submissions, response validation

• Google Drive: File uploads, sharing changes

• Webflow: Content published, form submissions

• HubSpot: Contact updates, deal changes, email events

• YouTube: Video uploaded, comments added, analytics updates

• RSS: New feed items, content updates

• Discord: Messages, user joins, reactions

• Google Calendar: Event created, modified, deleted

• GitHub: Issues created, PRs merged, releases published

2. Actions – Do Something

• Create Tasks: Add structured data to your Knowledge Layer

• Run Agent Commands: Process information with AI

• Send Notifications: Slack, email, SMS, Discord

• Update External Systems: CRM, spreadsheets, databases

• Call APIs: Custom webhooks and HTTP requests

Complete Action Reference

Action	Description	Key Features
Create Project	Set up new projects in workspaces/folders	Template support, custom settings
Add Task	Create new tasks in existing projects	Rich formatting, assignments, due dates
Create Project From Template	Use predefined or custom templates	Consistent project structures
Move Task	Relocate tasks between projects/spaces	Workflow management, reorganization
Assign Task	Delegate tasks to team members	Workload distribution, responsibility tracking
Ask AI	Generate AI responses for questions	Contextual answers, knowledge integration
Generate with AI	Create content using AI models	Creative writing, code generation
Respond with AI	Automated AI-generated responses	Consistent communication, scaling
Ask Agent	Query custom AI agents	Specialized knowledge, tailored responses
Run Agent Command	Execute predefined agent commands	Structured outputs, consistent actions
Add Knowledge to Agent	Expand agent knowledge base	Continuous learning, updated context
Ask Agent With Structured Output	Get formatted agent responses	Data processing, API-ready outputs
Scrape Webpage	Extract content from websites	Research automation, content gathering
Convert File to Text	Transform documents to text	Content processing, data extraction
Transcribe YouTube Video	Convert video audio to text	Content creation, accessibility
Add URL to Media	Save web content to media library	Content curation, reference management
Send HTTP Request	Make API calls to external services	Integration building, data synchronization
Loop	Iterate over data collections	Batch processing, scalable operations
Filter Data	Apply conditional logic to data	Smart routing, quality control
Branch	Create conditional workflow paths	Decision trees, complex logic
Update Custom Fields	Modify task/project metadata	Dynamic updates, status tracking
Search Web	Query internet for information	Research automation, current data
Find Task(s)	Locate specific tasks in projects	Data retrieval, cross-referencing
Transform Array to String	Convert data arrays to readable text	Report generation, summary creation

Integration-Specific Actions:

Google Drive:

• Trash files, duplicate files, create folders

• Create new files from text content

• Search folders and files

Google Sheets:

• Insert/update/delete rows

• Get row data, find specific rows

• Advanced spreadsheet operations

Google Calendar:

• Event management, scheduling

• Calendar synchronization

Mailchimp:

• List management, campaign creation

• Subscriber operations

WordPress:

• Post creation, content publishing

• Media management

Twilio:

• SMS/MMS sending, call management

• Communication automation

HubSpot:

• Contact/Deal management

• Marketing automation

X/Twitter:

• Post creation, engagement tracking

• Social media automation

LinkedIn:

• Post publishing, network management

• Professional networking

Microsoft Teams:

• Message sending, channel management

• Collaboration tools

Discord:

• Message posting, server management

• Community engagement

Facebook:

• Post creation, page management

• Social media marketing

WhatsApp:

• Message sending, template management

• Customer communication

GitHub:

• Issue creation, comment management

• Repository operations

3. Intelligence – AI-Powered Decision Making

• Content Analysis: Sentiment, classification, extraction

• Smart Routing: Assign tasks based on content and context

• Data Enrichment: Enhance incoming data with research and insights

• Quality Control: Review and approve AI-generated content

Architecture: The Three-Layer System

Integration Ecosystem

Taskade connects to 100+ external services across every category:

🗣️ Communication & Collaboration

Slack, Microsoft Teams, Discord, WhatsApp, Telegram, Email

🛠️ Development & Project Management

GitHub, GitLab, Jira, Linear, Asana, Trello, Monday.com

📊 Data & Analytics

Google Sheets, Airtable, Notion, HubSpot, Salesforce, Pipedrive

📧 Marketing & Sales

Mailchimp, ConvertKit, Calendly, Stripe, PayPal, Shopify

🌐 Web & Content

WordPress, Webflow, Typeform, Google Forms, RSS, YouTube

🔧 Custom & Developer

HTTP Webhooks, REST APIs, GraphQL, Custom Forms

→ View Full Integration List

📊 Real-World Use Cases & ROI Impact

🎯 High-Impact Automation Examples

Use Case	Trigger	AI Processing	Actions	Business Result	Setup Time
Lead Qualification	Landing page form	Score lead based on company size, budget, timeline	Create CRM deal + notify sales + schedule follow-up	60% faster response, 40% higher conversion	5 min
Support Ticket Routing	Customer support webhook	Categorize urgency + identify expertise needed	Create task + assign specialist + update customer	70% faster resolution, 90% accurate routing	4 min
Content Publishing	Blog post marked "Ready"	Quality check + SEO optimization suggestions	Social posts + email newsletter + analytics tracking	300% more consistent publishing, 50% better engagement	6 min
Inventory Management	Stock level drops	Analyze sales trends + predict demand	Email supplier + create purchase order + update forecasts	Zero stockouts, 20% cost reduction	3 min
Customer Onboarding	New user signup	Analyze user profile + determine journey	Welcome email + setup tasks + assign success manager	95% completion rate, 40% faster activation	4 min
Review Management	New review received	Sentiment analysis + response generation	Thank customer + alert manager if negative + update reputation dashboard	25% rating improvement, 100% response rate	2 min

🚀 Quick Setup Automations (Under 5 Minutes)

Business Problem	Automation Solution	Impact	Setup Steps
"Customers complain but we never hear about it"	Review Alert System - Instant Slack notification for ratings below 4 stars	Immediate damage control, proactive service recovery	1. Connect review platform 2. Set rating threshold 3. Add Slack webhook
"Sales leads fall through the cracks"	Lead Scoring & Assignment - Auto-score and route to best sales rep	50% faster response time, better lead distribution	1. Connect contact form 2. Set scoring rules 3. Add CRM integration
"Always running out of popular items"	Smart Inventory Alerts - Predictive reordering based on sales trends	Zero stockouts, optimized cash flow	1. Connect inventory system 2. Set thresholds 3. Add supplier emails
"Team doesn't know when projects are behind"	Progress Monitoring - Auto-alerts for overdue tasks and bottlenecks	60% better project delivery, proactive management	1. Connect project tracker 2. Set deadline rules 3. Add team notifications
"Social media posting is inconsistent"	Content Distribution - Auto-post across all platforms when content is ready	300% more consistent posting, unified brand voice	1. Connect content calendar 2. Set posting rules 3. Add social accounts

🏢 Industry-Specific Templates

Industry	Top Automation	Business Value	Common Triggers
Restaurants	Review Response + Staff Alert System	25% improvement in online ratings	Low ratings, reservation changes, staff scheduling
Healthcare	Appointment Confirmation + Reminder Chain	40% reduction in no-shows	Appointment booking, insurance verification, follow-up care
E-commerce	Abandoned Cart + Inventory Management	20% revenue increase from recovery	Cart abandonment, low stock, customer segments
Real Estate	Lead Nurturing + Property Matching	50% more qualified leads	Property inquiries, market changes, viewing requests
Consulting	Client Updates + Project Tracking	60% reduction in admin time	Project milestones, client requests, invoice generation
Content Teams	Publishing Pipeline + Performance Tracking	80% faster content workflow	Content approval, publication schedules, engagement metrics
Events	Registration + Communication Sequence	90% automation of event admin	Registration, payment, reminders, feedback collection

3. Content Creation Pipeline

• Trigger: Weekly schedule

• Process: AI researches topics, generates content, reviews quality

• Action: Create draft, request approval, publish when approved

4. Project Management Integration

• Trigger: GitHub issue created

• Process: AI analyzes priority and assigns to team member

• Action: Create Taskade task, sync status, notify stakeholders

5. Data Processing & Analysis

• Trigger: New row in Google Sheets

• Process: AI enriches data with research and insights

• Action: Update sheet, create summary report, alert team

Getting Started

Step 1: Choose Your Trigger

What event should start your automation?

• Public form for lead capture

• Webhook from external service

• Schedule for recurring tasks

• Project event for workflow automation

Step 2: Design Your Workflow

Map out the sequence of actions:

• What data needs processing?

• Which AI agents should be involved?

• What external systems need updates?

• Who should be notified?

Step 3: Configure Integrations

Connect to external services:

• Authenticate with OAuth or API keys

• Map data fields between systems

• Set up error handling and retries

Step 4: Test & Deploy

• Run through with sample data

• Monitor performance and errors

• Iterate based on results

Variables & Data Flow

Variables allow data to flow seamlessly between automation components. They enable dynamic, context-aware workflows that adapt to your data.

Variable Syntax

Variables are referenced using the @ symbol and allow you to access:

• Trigger data: @trigger.form.name, @trigger.webhook.data

• Step results: @step.3.response, @step.1.output

• System data: @current.date, @current.user

• Custom fields: @task.priority, @project.status

Example:

Trigger: Form submitted (name, email, priority)
Action: Create task titled "@trigger.form.name - Support Request"
Condition: If "@trigger.form.priority" equals "urgent"
  → Send immediate Slack notification
  → Assign to escalation team

Data Types & Transformations

Variables support multiple data types:

• Text/Strings: Names, descriptions, content

• Numbers: Quantities, scores, percentages

• Dates: Due dates, timestamps, schedules

• Arrays: Lists of items, multiple selections

• Objects: Complex data structures from APIs

Transformation Functions:

• {{variable | uppercase}} - Convert to uppercase

• {{variable | date:"YYYY-MM-DD"}} - Format dates

• {{variable | length}} - Get array/string length

• {{variable | split:","}} - Split strings into arrays

Advanced Features

Conditional Logic

{
  "condition": "{{form.priority}} === 'high'",
  "then": [...],
  "else": [...]
}

Multi-Step AI Workflows

Chain multiple agents together for complex processing

Human-in-the-Loop

Request approvals and reviews before taking action

Error Handling

Retry failed actions and notify on persistent errors

Data Transformation

Clean, format, and enrich data as it flows through your system

API Access (Coming Soon)

While automations are currently managed through the Taskade interface, we're building API endpoints for programmatic control:

# Create automation (planned)
curl -X POST https://www.taskade.com/api/v1/automations \
  -H "Authorization: Bearer YOUR_TOKEN" \
  -d '{
    "name": "Lead Processor",
    "trigger": {"type": "form_submission"},
    "actions": [...]
  }'

🚀 Advanced Automation Patterns

Multi-Agent Orchestration

Create sophisticated workflows where multiple AI agents collaborate on complex tasks:

Content Production Pipeline:
  Trigger: "New blog topic submitted via form"
  
  Agent 1 - Research Agent:
    - Analyze topic and gather relevant data
    - Create research brief with sources
    - Pass findings to Content Agent
  
  Agent 2 - Content Agent:
    - Generate article outline based on research
    - Write first draft using research data
    - Pass draft to Editor Agent
  
  Agent 3 - Editor Agent:
    - Review content for quality and accuracy
    - Suggest improvements and edits
    - Finalize content for publication
  
  Final Actions:
    - Create task in Editorial Calendar
    - Notify marketing team via Slack
    - Schedule social media promotion

Conditional Logic Workflows

Build intelligent decision trees that adapt based on data:

Condition	Action Path	Business Logic
Lead Score > 80	Route to Sales Team	Hot prospects get immediate attention
Lead Score 50-80	Nurture Campaign	Warm leads need more engagement
Lead Score < 50	Educational Content	Cold leads need value-first approach

Error Handling & Recovery

Build resilient automations that handle failures gracefully:

Robust Email Campaign:
  Primary Action: "Send via Mailchimp"
  
  Error Handling:
    - If Mailchimp fails → Try SendGrid backup
    - If both fail → Create manual task for team
    - Log all attempts in error tracking project
    - Send alert to admin via Slack
  
  Success Tracking:
    - Update campaign metrics in dashboard
    - Create follow-up tasks based on engagement
    - Trigger next sequence in nurture campaign

Data Transformation Pipelines

Process and enrich data as it flows through your system:

Customer Data Enrichment:
  Input: "Raw form submission"
  
  Transformation Steps:
    1. Validate email format and domain
    2. Enrich with company data from Clearbit
    3. Score lead based on ICP criteria
    4. Categorize by industry and company size
    5. Assign to appropriate sales rep
  
  Output: "Fully qualified lead record"

Agentic Automation Loops

Create self-improving systems that learn and adapt:

Customer Success Automation:
  Continuous Loop:
    1. Monitor customer health scores
    2. AI Agent analyzes usage patterns
    3. Predicts churn risk using historical data
    4. Automatically creates intervention tasks
    5. Tracks intervention success rates
    6. Updates prediction model with results
    7. Improves future predictions

Next Steps

• Explore Integration Options

• Browse Action & Trigger Reference

• View Automation Recipes

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Want to browse all integrations? → Full Integration List

Want to submit your own automation pattern? → Request via Taskade Community