How to Configure a When a Process Step Changes Trigger for Plan Automations in OnePlan

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Direct Answer: How to Configure a When a Process Step Changes Trigger for Plan Automations in OnePlan

To configure a When a Process Step Changes trigger for Plan Automations in OnePlan, open the Plan Automations editor, select Trigger in the automation flow, confirm scope and plan type, choose When a Process Step Changes, configure the process step condition (a specific step or any step change), then select Update to save.

What This Article Covers: When a Process Step Changes Trigger

This article explains how to configure the When a Process Step Changes trigger for Plan Automations in OnePlan. This trigger runs plan-level actions when a plan moves to a different process step and is commonly used to respond to key lifecycle milestones, enforce governance rules, or initiate workflows as plans progress.

What you will accomplish
By the end of this article, you will be able to configure a When a Process Step Changes trigger, understand how scope and plan type selection affect this trigger, and choose whether the automation runs for a specific process step or for any step change.

Before You Begin: When a Process Step Changes Trigger

Before you begin, make sure you have:

  • A OnePlan account with Licensed permissions (Basic, Professional, or Enterprise)

If creating automations from a Portfolio Area:

  • Manager or Owner role (OOTB Permission Groups)
  • Access to the Portfolio Area
  • At least one Plan Type with defined process steps

If creating automations from within an individual plan:

  • Contributor or Owner permissions for the plan

Note: Each automation can have only one trigger. If you need to respond to multiple events, create separate automations — each with its own trigger.

Note: When configuring from a Portfolio Area, you can select only one Plan Type per When a Process Step Changes automation.

Why This Matters: When a Process Step Changes Trigger

The When a Process Step Changes trigger in OnePlan responds when a plan moves from one process step to another — for example, from Initiation to Execution. Process steps are defined by Plan Type, so the available steps depend on the plan type selected.

When created from a Portfolio Area, the scope is automatically locked to All Plans, you must select one Plan Type (not multiple), and the automation runs when any plan of the selected type changes process steps.

When created from within an individual plan, the scope is automatically locked to This Plan, plan type selection is not required, and the trigger uses the process steps already defined for the current plan.

Step-by-Step: Configuring a When a Process Step Changes Trigger in OnePlan

Task: Open the Trigger Editor

  1. Open the Plan Automations editor from a Portfolio Area or from within an individual plan.
  2. In the automation flow, select Trigger.

The Edit Trigger panel opens on the right side of the screen.

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Task: Confirm Scope and Plan Type

  1. Review the Scope field — Portfolio Area automations display All Plans; plan-level automations display This Plan.
  2. If configuring from a Portfolio Area, select a Plan Type. Available process steps are based on the selected plan type.

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Task: Select the Trigger Type

  1. In the Trigger field, select When a Process Step Changes.

Task: Configure the Process Step Condition

  1. In the Process Step field, choose one of the following options:
    • Select a specific process step to run the automation when a plan moves to that step.
    • Select Any Process Step to run the automation whenever the process step changes, regardless of destination.

Important: If a specific process step is selected, the automation runs only when the plan transitions to that step. If Any Process Step is selected, the automation runs on every process step change.

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Task: Save the Trigger

  1. Review the trigger configuration.
  2. Select Update to apply the trigger to the automation.

Frequently Asked Questions: When a Process Step Changes Trigger

Q: Can I select multiple plan types for the When a Process Step Changes trigger in OnePlan?
A: No. When configuring a When a Process Step Changes trigger from a Portfolio Area in OnePlan, you can select only one plan type per automation. This is because process steps are defined per plan type and must be unambiguous for the trigger to work correctly.

Q: Does the When a Process Step Changes trigger fire when a plan moves away from a step, or when it arrives at one in OnePlan?
A: In OnePlan, the trigger fires when a plan arrives at the selected step — not when it leaves. If you select a specific process step, the automation runs when the plan transitions to that step.

Q: What if I need automation to run for multiple different process step transitions in OnePlan?
A: Create separate Plan Automations in OnePlan — one for each process step transition you want to respond to. Each automation can have only one trigger.

What to Do Next: When a Process Step Changes Trigger

Continue building your automation:

Review and manage automations:

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