Work Plan Automations Configuration in OnePlan - Guided Workflow

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Direct Answer: How Work Plan Automations Configuration Works in OnePlan

Work Plan Automation configuration in OnePlan is a structured process where you open the Automations editor from a Work Plan, configure a trigger, optionally apply filters, and define one or more actions. Scope is determined by your global permissions — end users can create automations scoped to This Plan, while administrators can also create automations that apply to All Plans.

What This Article Covers: Work Plan Automations Configuration

This article explains the end-to-end process for configuring Work Plan Automations in OnePlan, including how to access the editor, how scope works, and how configuration stages work together.

What you will accomplish
After reading this article, you will understand how to configure a Work Plan Automation from start to finish — including how to access the editor, set a trigger, apply filters, and define actions.

Who This Article Is For: Work Plan Automations Configuration

This article is intended for:

  • Project managers and plan contributors automating task-level behavior within a plan
  • OnePlan administrators creating global automations that apply across all plans
  • Users with Licensed permissions (Basic, Professional, or Enterprise) and Contributor or Owner access to the plan

This article provides an end-to-end process overview. For detailed step-by-step instructions on specific triggers, filters, and actions, see the linked How-To articles in What to Do Next below.

Work Plan Automations Configuration at a Glance

  1. Access the Automations Editor — Open the editor from a Work Plan; scope is determined by your permissions.
  2. Configure Trigger — Define the event that causes the automation to run.
  3. Apply Filters (Optional) — Refine when and for which items the automation runs.
  4. Define Actions — Define what happens when the automation runs.
  5. Automation Execution — The system runs the automation automatically when conditions are met.

Step 1: Access the Automations Editor

In OnePlan, Work Plan Automations are created and managed from within a Work Plan. To open the editor:

  1. Open a Work Plan in the desired plan.
  2. In the toolbar, select the ellipsis (…) → Automations.

The Work Automations interface opens. See Automations Interface in OnePlan - Overview for a description of the interface components.

Note: Users without the required Contributor or Owner permissions will not see the Automations option in the toolbar.

27JAN26_Select Automation to Access Settings.png

Scope and Work Types

Scope determines which plans the automation applies to and is controlled by your global permissions:

  • This Plan (end users and administrators) — The automation applies only to the plan where it was created. This is the default for users without global admin permissions.
  • All Plans (administrators only) — The automation applies to all plans of the selected Plan Types. This option creates a global automation usable across your OnePlan environment.

Work Types determine which kinds of work items (for example, Task, Risk, Issue) the automation applies to. Work Types are selected as part of trigger configuration.

Create a New Automation

  1. Select Add New Item (+) to open the Automation Editor.
  2. Enter a clear and descriptive Title to help identify the automation later.
  3. Configure a Trigger, Filters, and Actions using the steps below.
  4. Select Save when finished.

Step 2: Configure Trigger

In the trigger configuration stage of the Work Plan Automations configuration process in OnePlan, you define the event that causes the automation to run and the work item types it applies to.

Each automation can have only one trigger. The following triggers are available for Work Plan Automations:

Trigger Description
When a Date Passes Runs the automation after a date in a selected work item date field has passed
When a Field Changes Runs the automation when the value of a selected work item field changes
When an Item Is Created Runs the automation when a new work item of the selected Work Types is created

For step-by-step instructions on configuring each trigger, see:

Step 3: Apply Filters

In the filtering stage of the Work Plan Automations configuration process in OnePlan, you optionally define conditions that control when the automation runs. Filters are optional — if none are configured, the automation runs for all applicable work items whenever the trigger conditions are met.

Work Plan Automations in OnePlan support two types of filters:

  • Plan filters — Conditions based on plan-level fields (for example, Process Step, Portfolio, Plan Type). The automation runs only for plans that meet these conditions.
  • Work Plan filters — Conditions based on work item fields (for example, Status, Work Type, Assigned To). The automation runs only for work items that meet these conditions.

Step 4: Define Actions

In the action configuration stage of the Work Plan Automations configuration process in OnePlan, you define what happens when the trigger conditions are met.

Available Work Plan Automation actions include:

  • Send Notification — Sends an email and in-app notification to selected recipients
  • Copy / Create Work Item — Automatically creates a new work item, optionally copying data from the triggering item
  • Request Update — Sends a status update request to the assigned resources of affected work items
  • Update Work Item — Updates one or more fields on the affected work item
  • Approval Task Workflow — Initiates an approval workflow for the affected work item
  • Power Automate — Triggers a Microsoft Power Automate flow using work item data

For step-by-step instructions on configuring each action, see the relevant How-To articles in What to Do Next below.

Step 5: Automation Execution

In the execution stage of the Work Plan Automations configuration process in OnePlan, the system automatically evaluates trigger conditions and runs the configured automation when those conditions are met.

During execution, OnePlan:

  1. Detects the trigger event on the applicable work items
  2. Evaluates any defined plan and work plan filters
  3. Executes all configured actions in sequence

To review recent automation runs, check run status, or cancel in-progress runs, see How to View and Manage Automation Run History in OnePlan.

Frequently Asked Questions: Work Plan Automations Configuration

Q: How do I access the Work Plan Automations editor in OnePlan?
A: In OnePlan, open a Work Plan, then select the ellipsis (…) in the toolbar and choose Automations. If you do not see this option, confirm that you have Contributor or Owner permissions on the plan.

Q: What is the difference between This Plan and All Plans scope for Work Plan Automations in OnePlan?
A: In OnePlan, This Plan scope means the automation applies only to the plan where it was created. All Plans scope means the automation applies across all plans of the selected plan types — this option is only available to administrators.

Q: What is the difference between Work Plan Automations and Plan Automations in OnePlan?
A: Work Plan Automations in OnePlan operate on tasks and work items inside a plan. Plan Automations operate on the plan itself. See Plan Automations vs. Work Plan Automations in OnePlan - Overview for a full comparison.

Q: Are filters required for Work Plan Automations in OnePlan?
A: No. Filters are optional. If no filters are configured, the automation runs for all applicable work items whenever the trigger conditions are met.

What to Do Next: Work Plan Automations Configuration

Configure triggers:

Configure filters:

Configure actions:

Review and manage automations:

Compare with Plan Automations:

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