ناوەندی یارمەتی کۆکارWhat are Automations?
Rules that watch your tasks and do the repetitive part of your process for you — when this happens, do that.
An automation is a rule that watches your tasks and acts on them for you. Every rule is one sentence:
When status changes to Done, if priority is Urgent, then notify the account manager and archive the task.
Three parts, and only the first and last are required:
| Part | What it does | Required |
|---|---|---|
| Trigger | The thing that has to happen — a status change, a new comment, someone being assigned | Yes, exactly one |
| Conditions | Extra criteria the task must also meet, or the rule stays quiet | Optional |
| Actions | What Kokar does in response | Yes, up to six |
Where a rule lives, and what it covers
A rule is attached to a location — a space, a folder, or a project — and it applies to every task at or below it.
- On a project, it affects that project's tasks only.
- On a folder, it affects every project inside that folder, including subfolders.
- On a space, it affects everything in the space.
Open the ⚡ button in the toolbar of any space, folder or project to see the rules that apply there. The drawer shows two lists: the rules that belong to this location, and the ones it inherits from above — each labelled with where it comes from, so a surprise is always traceable to a place.
Nearest location runs first
When a project rule and a space rule both match the same task, the project's runs first. Rules do not overwrite each other's decisions — they simply both happen, closest first.
Tasks, subtasks, or both
Every rule carries an Applies to setting. New rules start at Tasks, which means top-level tasks only — a rule written for tasks that also fired on every subtask would be a surprising and expensive default. Switch it to Subtasks or Both when you mean it.
It runs as you
This is the part worth understanding, because it explains almost every "why didn't it fire?".
An automation acts as the person who created it, and Kokar re-checks that person's permissions on every single run — never once at creation and then trusted forever. So:
- If you lose access to one project, your rule keeps working everywhere else and quietly skips that project.
- If you leave the workspace, your rules turn themselves off and the workspace owner is told, rather than running on as a ghost. That happens the next time each rule would have fired, not the moment you leave — so a rule nothing has matched since may still be showing as on until something does.
- If a status can only be set by a manager, your automation cannot set it either. Kokar will not even let you save a rule like that — it tells you at the moment you build it, instead of letting it fail silently forever.
An automation is never a way around permissions
If you cannot do something by hand, a rule you write cannot do it for you. That is deliberate and there is no setting to change it.
What it does not do
- It does not touch existing tasks. Rules react to things that happen after they are switched on.
- It cannot change who has access. No action shares, unshares, or changes the privacy of anything.
- It cannot delete a task. Archiving covers the intent and can be undone.
Getting started
Open a project, folder or space and click ⚡ in the toolbar.
Choose New automation and pick a trigger — the thing that starts it.
Add one or more actions. Add conditions only if the trigger alone is too broad.
Give it a name you will recognise in a list six months from now, and save.
Read Building an automation for the full list of triggers, conditions and actions, or Limits and usage for what each plan includes.
Frequently asked questions
Do I need to be an admin to create one?
No. Anyone with edit access to a space, folder or project can create an automation there. Someone with view-only or comment access cannot.
Does an automation run with my permissions or the workspace's?
Yours. An automation always acts as the person who created it, and its permissions are re-checked every single time it runs — so it can never do something you could not do by hand.
Can one automation set off another?
Yes, and that is often the point. A rule that moves a task to Done can wake a rule that archives Done tasks. Kokar follows that chain up to three steps and never lets a rule run twice on the same task in one chain.
Will an automation change tasks that already exist?
No. A rule only fires when something actually happens from now on. Turning one on does not sweep through your existing tasks.
Where do I see what an automation did?
Every rule has a run history. Open the ⚡ menu, pick the rule, and choose History — it lists what it touched, when, and why it skipped anything.