How do I create an exception based on the task description?

[Janaina Oezcan]

One of my coworkers asked me to alter an automation rule that automatically assigns tasks to her, to exclude tasks related to a specific customer. Tasks that contain the customer in their name and/or description are supposed to be excluded from said rule. I thought I knew how to execute the alteration, but I've been working on it for over an hour now and I'm just not getting the desired results.

Does anyone know the right way to execute this?

[Marc - Devoteam]

Hi @Janaina Oezcan 

Whenever you ask for help with an Automation Rule it will help us to help you if you provide:

1. what type of project is this (e.g., company-managed, team-managed, etc.), 

2. images that show your complete rule.

3. images showing the details of any relevant actions/conditions/branches.

4. images showing the Audit Log details for the rule execution.

5. Explain where the issue is.

These questions are not for not willing to help, but to have community members understand on how automation works.

[Janaina Oezcan]

Hi Marc,

Thanks for the directions!

It's a simple rule on a team-managed board. A task is transitioned to a specific status, she gets assigned. No other conditions/branches or anything  of the sorts. The audit log doesn't show the rule as faulty, it just says that the task doesn't match the requirements of the condition I've been trying to implement (said condition being that all tasks except for the ones that contain the name of the beforementioned client should be assigned to my colleague). I've been using the smart values feature, but I'm clearly doing something wrong, since no matter what I try, it all results in the same outcome. I create a task to test the rule (without mention of the client that is supposed to be excluded), the task is not assigned to her and I check the audit log to get the same response all over again. 

I'm sure there is a correct procedure to simply exclude any tasks with the critical client's mention from the automation, I just don't know what it is.

So if any of you on here do, I'd be very grateful if you could fill me in.

Thank you!

[Marc - Devoteam]

Hi @Janaina Oezcan 

Please show your rule screenshots, this will give insight what you are trying to do.

Trigger should be work item transitioned to a specific status and then use the action Assign work item.

[Janaina Oezcan]

Hi Marc,

I cannot upload any screenshots, I've already explained the rule as best as I could. The trigger is the transition to the status, the action is it being assigned to her. That is already in place, it works, I just need to know how to edit the rule to exclude all tasks that contain one specific client in the task name/description from said action. The tasks concerning that client are no longer supposed to be assigned to her. Regarding all the other tasks, the rule should remain the same. The Task, which does not contain the critical client's name,  is transitioned to the specific status, then assigned to her.

[Marc - Devoteam]

Hi @Janaina Oezcan 

I assume this client name mentioned in the summary field or description of the issue.

If it's a text field add a condition in the automation, like;

[Janaina Oezcan]

Hi Marc!

Thank you, that was already really helpful. However, if the clients name is in the task's name the task still gets through. Can you tell me what the condition needs to look like in order for any mention of the clients name, in whatever form, leads to the task not being assigned to my colleague?

[Marc - Devoteam]

Hi @Janaina Oezcan 

This is what I meant conditions based on text are never flawless.

It's best practice to use a custom field for this, like as single/multi select that contains the clients