Automate Task Creation with Looping Automations

How to Automatically Create Tasks When New Projects Are Added in SmartSuite using Looping Automations

Welcome back to another SmartTips blog! I'm Gavin Brennen, a Product Specialist here at SmartSuite. Today, I'm going to walk you through how you can automate the creation of tasks automatically whenever you add a new project to your project management solution.

Let's dive right in!

The Goal

Whenever you create a new project, SmartSuite will automatically generate a predefined set of tasks based on the project type and link them back to the newly created project — no manual work required!

Setting Up Your Solution

First things first: we're using a standard Projects solution template from SmartSuite's Solution Library. No custom changes have been made yet. You can download the same template to follow along.

Here's how you set it up:

Step 1: Create a Template Table

• Duplicate the Tasks table and rename it Template.
• This new table will house the "master" tasks for each project type.

Tip: You can hide this Template table later, but keep it visible for now while setting up.

Step 2: Add Project Type Field

• In the Template table, add a Single Select field named Project Type.
• Ensure the selections exactly match those in your Projects table (no extra spaces, correct spelling, etc.).

Step 3: Group Templates by Project Type

• Group your Template tasks by Project Type.
• Assign specific tasks to each type of project.

For example:

• Product Launch: 4 tasks
• Brand Development: 6 tasks

Keep in mind: exact matches in Project Type names are critical!

Step 4: Clear Existing Tasks

• Delete any tasks in your Tasks table — start fresh!

Now your solution should look like this:

• Projects Table: List of your projects
• Tasks Table: Empty for now
• Template Table: Predefined tasks grouped by Project Type

Building the Automation

Here comes the magic part: creating the automation!

Step 5: Configure Automation

1. Trigger:
   • When a record is created in the Projects table.
2. Action 1: Find Records
   • Find records in the Template table where Project Type equals the newly created project's type.
3. Action 2: Looping
   • Add a Looping action.
   • Select the records found in the previous step.
4. Action 3: Create New Record (Inside Loop)
   • Create a new record in the Tasks table.
   • For each field:
     • Use Current Item (from the Template) for fields like Task Name, Status, Priority.
     • Use Field from Trigger (from the new Project) to link the task to the correct project.

Important: Always pick fields from "Current Item" unless you're linking back to the new project (then use "Field from Trigger").

Step 6: Turn It On

• Save and activate your automation.
• Group your Tasks table by Project to easily see new tasks as they come in.

Testing Your Automation

Let's do a quick test!

• Submit a new project form.
• Choose a project type (e.g., Product Launch).
• Watch SmartSuite automatically create the correct tasks based on your template!

You’ll see tasks roll in almost immediately, populated with details from your templates such as priority and status. You can expand the automation to include fields like Owner or Due Date if needed — just add them in the "Create Record" step.

Common Pitfalls to Avoid

• Exact Match Needed: Project Types must match exactly across tables.
• Correct Field References: Always use "Current Item" for template fields and "Field from Trigger" for linking back to the new project.
• Field Selections: Make sure you’re copying values from the right source (current template item vs. new project).

Why This Method Is Best

Before SmartSuite introduced Looping Actions, automating this kind of workflow was much more complicated. Now, it's streamlined and powerful — saving you hours of manual work!

If you found this guide helpful, leave a comment below and let us know. We love hearing your feedback! Until next time, keep enjoying SmartSuite!

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