What Is Plan Automations vs. Work Plan Automations in OnePlan?
OnePlan supports automation at two levels. Plan Automations operate on the plan itself, responding to plan-level events such as field changes, process step transitions, or dates. Work Plan Automations operate on tasks and work items inside a plan, responding to work item events such as status changes or item creation. Both types use the same trigger-filter-action structure and share the same editor interface — what differs is the level of the system each one acts on.
What you will understand
After reading this article, you will understand how Plan Automations and Work Plan Automations differ in OnePlan, what each type is designed to automate, and how to choose the right one based on your goal.
Who This Article Is For: Plan Automations vs. Work Plan Automations
This article is intended for:
- Plan Managers and Portfolio Managers deciding which automation type to configure
- OnePlan administrators establishing automation standards across an organization
- New OnePlan users learning automation concepts before configuring their first rule
This article is conceptual. For step-by-step configuration instructions, see the linked articles in the What to Do Next section below.
How Plan and Work Plan Automations Work in OnePlan
At a high level, the difference between Plan Automations and Work Plan Automations in OnePlan comes down to what level of the system the automation acts on.
- Plan Automations operate on the plan itself
- Work Plan Automations operate on work items inside a plan
Both automation types use the same core structure — a Trigger that starts the automation, optional Filters that narrow when it runs, and one or more Actions that define what happens. The difference is in what those triggers and actions apply to.
Context: Plan Automations
Plan Automations in OnePlan are used to automate plan-level behavior. They are typically used to enforce governance and consistency across plans, respond to plan lifecycle or process changes, and perform actions that affect the plan as a whole.
Common characteristics of Plan Automations:
- Triggered by plan-level events such as a plan being created, a plan field changing, or a process step changing
- Actions apply to the plan, not to individual tasks or work items
- Often configured by administrators, PMO leads, or advanced users
- Support scaling plan management across portfolios
Examples of when to use Plan Automations:
- Update plan fields when a process step changes
- Trigger approvals at key lifecycle stages
- Reorganize or create plans automatically
- Send notifications related to plan governance
Context: Work Plan Automations
Work Plan Automations in OnePlan are used to automate task- and work item-level behavior inside a plan. They are typically used to reduce manual updates to tasks, support execution workflows, and keep work items moving consistently through a schedule or backlog.
Common characteristics of Work Plan Automations:
- Triggered by work item events such as a task being created or a field on a work item changing
- Actions apply to tasks or work items
- Used by delivery teams and project managers
- Focused on execution rather than governance
Examples of when to use Work Plan Automations:
- Automatically update task fields based on status changes
- Send reminders or requests for updates on tasks
- Create or copy work items when conditions are met
- Support task-level approval workflows
Key Differences: Plan Automations vs. Work Plan Automations
| Plan Automations | Work Plan Automations | |
|---|---|---|
| Acts on | The plan itself | Tasks and work items inside the plan |
| Triggered by | Plan-level events (field change, process step, date, item created) | Work item events (field change, date, item created) |
| Configured from | Portfolio Area or individual plan | Work Plan only |
| Scope options | All plans (portfolio-wide) or this plan only | Work items within the current plan |
| Primary users | Admins, PMO, portfolio managers | Project managers, delivery teams |
| Focus | Governance and lifecycle management | Execution and task management |
How Plan and Work Plan Automations Fit Into OnePlan
Plan Automations and Work Plan Automations in OnePlan are complementary, not competing. They operate at different levels of the same planning hierarchy and are often both active within a single environment.
- Plan Automations connect with portfolio management and governance workflows, applying rules that span multiple plans or enforce organizational standards.
- Work Plan Automations connect with task management and delivery workflows, automating the day-to-day movement of work items through a plan.
- Both types share the same Automations interface, making it easier for users familiar with one type to configure the other.
Common Scenarios: When to Use Plan Automations vs. Work Plan Automations
Use a Plan Automation when:
- You are automating how a plan behaves as it moves through a lifecycle or governance process
- The automation needs to affect multiple plans or apply consistently across a portfolio
- An administrator or PMO lead is the primary user of the automation
Use a Work Plan Automation when:
- You are automating how individual tasks or work items are managed inside a plan
- The automation is tied to task status, assignment, or work item creation
- A project manager or delivery team is the primary user of the automation
If an automation needs to affect multiple tasks or enforce governance rules across plans, it almost always belongs at the plan level. If an automation needs to manage individual tasks as work progresses, it belongs in the Work Plan.
Frequently Asked Questions: Plan Automations vs. Work Plan Automations
Q: What is the difference between Plan Automations and Work Plan Automations in OnePlan?
A: Plan Automations in OnePlan operate on the plan itself, responding to plan-level events such as field changes, process step transitions, or dates being reached. Work Plan Automations operate on tasks and work items inside a plan. The right choice depends on whether you are automating plan behavior or work execution.
Q: Can I use both Plan Automations and Work Plan Automations at the same time in OnePlan?
A: Yes. Plan Automations and Work Plan Automations in OnePlan operate independently and can both be active within the same environment. They address different levels of the planning hierarchy and are designed to work together rather than replace each other.
Q: Which automation type should I use if I want to send a notification when a task is overdue in OnePlan?
A: Use a Work Plan Automation in OnePlan. Notifications triggered by task-level conditions — such as a task reaching or passing a due date — are work item events and belong in Work Plan Automations, not Plan Automations.
Q: Which automation type should I use if I want to update a plan field when a project moves to a new process step in OnePlan?
A: Use a Plan Automation in OnePlan. Process step changes are plan-level events, and updating plan fields in response is a plan-level action. This type of automation is configured from within a plan or from a Portfolio Area.
What to Do Next: Plan Automations vs. Work Plan Automations
Get started with step-by-step instructions:
Learn about related topics:
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