Plan Automation Trigger - When an Item is Created

This article explains how to configure the When an Item Is Created trigger for Plan Automations in OnePlan.

This trigger allows you to automatically run plan‑level actions when a new plan is created. It is commonly used to enforce governance, send notifications, or initiate approval workflows when new plans enter the system.

What you will accomplish
By the end of this article, you will understand:

• What the When an Item Is Created trigger does
• Where this trigger is available
• How scope and plan type selection affect configuration

Requirements

Before you begin, make sure you have:

• A OnePlan account with Licensed access.
  (Basic, Professional, or Enterprise)
• Enterprise-level Edit All Plans permissions.
  • Manager or Owner role (OOTB Permission Groups)
• Access to the Portfolio Area.

Note
This trigger is not available for automations created from within an individual plan.

Background

The When an Item Is Created trigger runs automatically whenever a new plan of a selected Plan Type is created in OnePlan.

Because plan creation occurs outside the context of an individual plan, this trigger responds to a system‑level event rather than a change within a specific plan.

For this reason, the trigger is only available when automations are created from a Portfolio Area, where automations can apply broadly across multiple plans.

Important

• Each automation can have only one trigger.
• If you need to respond to multiple events, create separate automations.

Trigger Scope and Configuration Behavior

The When an Item Is Created trigger is affected by where the automation is created.

Because it responds to plan creation events, it can only be configured at the Portfolio Area level.

Automations Created from a Portfolio Area

When the automation is created from a Portfolio Area:

• Scope
  Automatically locked to All Plans
  The scope cannot be changed.
• Plan Types
  You must select one or more Plan Types before selecting the trigger.
  The automation runs when a new plan of the selected type is created.
• Trigger Availability
  The When an Item Is Created trigger is available only when automations are created from a Portfolio Area.

Instructions

Open the Trigger Editor

1. Navigate to a Portfolio Area.
2. Open Plan Automations.
3. Select New Automation or open an existing automation.
4. Enter a name for the automation (required before saving).
5. In the automation flow, select Trigger.

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

Configure Scope and Plan Types

When configuring this trigger:

• Scope
  Displays All Plans
  This field is locked and cannot be changed.
• Plan Types
  Select one or more Plan Types (for example, Project).
  The automation will run only when a new plan of the selected type is created.

No additional timing or field configuration is required.

Select the Trigger Type

1. In the Trigger dropdown, select When an Item Is Created.

If this trigger is not visible, confirm that:

• The automation was created from a Portfolio Area, and
• One or more Plan Types have been selected.

Save the Trigger

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