How to Create a Workflow (Automation)

Step-by-Step Guide

Step 1: Navigate to Workflows

1. Log in to your Atarim account.
2. In the left-side menu, click Workflows.

Tip: If you don’t see the Workflows tab, check your permissions or ask an admin for access.

Step 2: Create a New Automation Rule

1. On the Workflows page, click Create New Rule.
2. Choose from predefined automation rules or create a custom rule.

Note: Predefined rules are great for common workflows like task updates, notifications, and integrations.

Step 3: Set Triggers and Actions

1. Set a Trigger – This defines when the automation starts.
   • Example: Task Status Changes to “In Progress.”
2. Set an Action – This defines what happens when the trigger occurs.
   • Example: Notify Team Members via email or Atarim notification.

Tip: Use multiple triggers to create advanced automations, like updating multiple team members at once!

Step 4: Review and Save Your Automation

• Review the automation summary displayed at the bottom.
• Click Create Automation to save and activate your workflow.

Note: After saving, your automation will be listed in the Workflows dashboard, where you can edit or disable it anytime.

Automation Categories

Atarim categorizes workflow automations based on functionality:

1. Feature

‘Feature’ is a generic category that contains automations which are designed to manage certain actions and functionalities specific to Atarim. These automations ensure that key features are activated or adjusted based on certain triggers.

Example: Notify the dev team when a new feature request is submitted.

2. Comment

‘Comment’ automations focus on managing feedback and comments left by team members or clients. These automations help keep track of comments and ensure that they are addressed promptly.

Example: Change task status to “Pending Review” when a comment is added.

3. Priority

‘Priority’ automations handle tasks based on their urgency or importance, and allow you to stay on top of your tasks. By automating priority settings, you can ensure that critical tasks are given the attention they need immediately.

Example: Notify the assigned person(s) when a task is marked as Critical.

4. Task

Task automations manage the creation, updating, and completion of tasks in the Atarim dashboard. These automations help streamline task management, making sure tasks are tracked and progressed efficiently.

Example: Add a task to ClickUp and notify the assignee when a new task is created.

5. Tag

Atarim allows you to use tags to manage and organize your tasks. These tags can also be used with automations to set triggers, automating the handling of tagged tasks, and making sure they are processed appropriately.

Example: Add a tagged task to Jira, Basecamp, or other tools.

6. Status

You can use the status of a task as trigger to set automations in Atarim. These automations help ensure that status changes trigger appropriate actions, keeping the workflow smooth and transparent.

Example: Create a Trello task when a task status changes to “In Progress.”

7. Incoming Email

Atarim also allows you to manage tasks and notifications via email. This deep integration provides you with a great deal of flexibility in creating and managing automations that are triggered automatically by an incoming email.

Example: Create a task in Basecamp when a specific email is received.

Creating Custom Automation

1. Click Custom Automation in the Workflows menu.
2. Select a Trigger (e.g., “New Task Created”).
3. Add Custom Conditions (optional).
4. Choose an Action (e.g., “Add Task to Slack”).
5. Click Create Automation to finalize.

Note: You can create multi-step automations for complex workflows, such as sending Slack notifications and updating a Jira board simultaneously.

Creating Custom Automations for HTTP action

Custom Webhooks allow Atarim to send a fully configurable payload to a third-party URL when a task-related event is triggered. This gives you flexibility to connect with services that aren’t supported via Zapier, Make.com, or other native integrations.

You define:

• The URL to send data to
• The structure of the payload
• Where task data should be inserted

When Should You Use Custom Webhooks?

Use this feature when:

• You need full control over the webhook payload and structure.
• You want to trigger automations in tools without existing Atarim integrations.
• You’re building your own middleware or handling automations server-side.

How to Set Up a Custom Webhook

Step 1: Test with Webhook.site (Recommended for First-Time Setup)

1. Go to https://ancillary-proxy-staging.atarimworker.dev?url=https%3A%2F%2Fwebhook.site.
2. Copy the temporary webhook URL provided at the top of the page.

Tip: Webhook.site gives you a real-time view of what’s being sent—perfect for testing payload structure.

Step 2: Configure Your Webhook in Atarim

1. Open your Atarim Dashboard.
2. Go to Workflows
3. Click on Create Custom Workflow
4. Define the Trigger and Action
5. Choose Send HTTP request
6. Paste the webhook.site URL into the “URL” field.
7. Add your Custom Payload
8. Click on Save

Step 3: Write Your Custom Payload

You can define the payload in JSON format and include dynamic placeholders surrounded by double percentage signs. (e.g. %%title%%).

Example 1 – Static Payload

So if we have a payload like this:

{ "test": "hello" }

This will send the exact same payload to your target service for every task. No task-specific data will be included.

Example 2 – Dynamic Payload including Task Title, ID, Created At, and Screenshot.

But if we have a payload like this:

{
    "TASK DETAILS": "Task id: %%id%%, site id: %%site_id%%",
    "TASK TITLE": "Task %%task_title%% was created at %%created_at%%",
    "SCREENSHOT": "%%screenshot%%"
}

If a task is created with the title “Please update this”, the payload will be:

Example 3 – Mixed Static and Dynamic Data

We can put that dynamic content wherever we want, with any other text we want, so we could also do something like this:

{
"test": "hello this is a task with the title: %%title%%"
}

Supported Dynamic Task Attributes

You can insert any of the following dynamic placeholders into your JSON payload:

Tip: You can mix and match these inside your payload anywhere dynamic content is required.

Example Use Cases

• Sending a task summary to a custom-built internal dashboard
• Logging task events to a database via a serverless function
• Notifying a custom Slack app with specific formatting
• Triggering automation in services like Pipedream or n8n

Testing and Validation

1. Create a test task in Atarim.
2. Check your Webhook.site URL to see the payload delivered.
3. Review whether the dynamic placeholders were replaced correctly.
4. Modify the payload as needed and retest.

Tip: Once your test works correctly in Webhook.site, replace the URL with your live endpoint.

Send HTTP Payloads for Task Comments in Atarim

When interacting with comment data in Atarim via HTTP, you can use the following structure to organize and transmit relevant information. The placeholders below should be dynamically replaced by actual data at runtime.

Sample Payload

{
    "task_info": "Task ID: %%id%%, Site ID: %%site_id%%, Priority: %%priority%%, Status: %%status%%",
    "author_details": "Author: %%author_name%%, Task Title: %%title%%",
    "page_info": "Page URL: %%page_url%%, Page Title: %%page_title%%",
    "comment_details": "Comment ID: %%comment_id%%, Comment Message: %%comment_message%%",
    "task_timing": "Created At: %%created_at%%, Updated At: %%updated_at%%",
    "screenshot": "Screenshot: %%screenshot%%"
}

Placeholder Breakdown

Configure Your Webhook in Atarim

1. Open your Atarim Dashboard.
2. Go to Workflows
3. Click on Create Custom Workflow
4. Define the Trigger and Action
5. Choose Send HTTP request
6. Paste the webhook.site URL into the “URL” field.
7. Add your Custom Payload
8. Click on Save

FAQs