Pro feature

How workflow rules run

Pro feature You need SimpleBoards Pro active to use this.

A workflow rule is a small instruction that tells SimpleBoards to do something on its own when a condition is met. For example: "when an idea reaches 50 votes, move it to the roadmap". Rules are set on a per-board basis. This page explains the four trigger types and when each one fires.

Where rules live

Open a board (under SimpleBoards > Boards). Pro adds a tab called Workflow Automations next to the General tab. Inside it you can add as many rules as you want. Each rule has one trigger and one or more actions. Rules are saved with the board.

A rule only applies to items on the board it was created on. If you want the same rule on two boards, you set it up on both.

The four trigger types

When you add a rule, the first field is Trigger. There are four choices.

1. Votes reached

Label in the form: Move idea to roadmap when vote threshold is reached.

This trigger watches the vote count on every idea on the board. When the count hits the number you set, the plugin acts.

  • You set: a vote threshold (a number, such as 25) and a roadmap status to put the item in (such as "Planned"). You can also turn on "Notify admins by email".
  • The plugin does: when an idea on this board reaches that vote count, it moves the idea to the roadmap. If you picked a status, it sets that status. If notifications are on, you get an email.
  • When it runs: the moment the threshold is crossed. The plugin checks every time a vote is added.

Use this to surface popular ideas without watching the board by hand.

2. Status changed

Label in the form: When status changes, notify and/or assign category.

This trigger watches roadmap items. When a roadmap item moves from one status to another (the from status and the to status you picked), the plugin acts.

  • You set: a from status (or "Any status"), a to status, and either a category to assign, an admin email notification, or both.
  • The plugin does: when a roadmap item matches that status change, it can tag the item with a category and send an email. The status change itself is whatever a human or another rule already did. This trigger reacts to it.
  • When it runs: the moment the status changes on a matching item.

Use this to keep your roadmap tidy. Example: when something moves to Done, auto-assign the Shipped category and email the team.

3. Checklist 100% complete

Label in the form: When progress reaches 100%, set roadmap status.

This trigger uses the checklist progress feature in Pro. Each roadmap item can have a checklist of tasks. When every task on an item is ticked, the item is 100% complete.

  • You set: the status the item should move to (such as "Done" or "Ready for QA").
  • The plugin does: when a roadmap item's checklist hits 100%, it sets the item to that status.
  • When it runs: the moment the last task is ticked.

Use this to "auto-finish" items when the work is actually done, without an extra click.

4. Deadline overdue

Label in the form: When deadline is overdue, notify and/or set status.

This trigger checks roadmap items that have a deadline date. If the deadline has passed by a number of days you set, the plugin acts.

  • You set: a number of days (such as 1, 3, or 7), a status to set (or none), and whether to email the admin.
  • The plugin does: for each item that is overdue by that many days, it can change the status and send an email.
  • When it runs: once per hour, on a scheduled job. It does not act the second a deadline passes. It checks at the next hourly run.

Each overdue item is processed only once for a given rule, so you do not get the same email every hour for the same item.

Use this to flag late work without having to scan the roadmap by hand.

Order rules run in

If two rules can fire on the same change, they run in the order they appear on the Workflow Automations tab. Drag rules to reorder them.

When rules do not run

A rule does not fire when:

  • The item is on a different board. Rules apply only to the board they live on.
  • The trigger does not match. For example, a status change rule with from = "Planned" will not fire if the item was in "Blocked" before the change.
  • The item is pending (in the moderation queue). Pending items are not on the public board, so vote rules and status rules do not see them.
  • The item is in the trash.

Notifications from rules

When you tick Notify admins by email inside a rule, the email goes to the address in Settings > Notifications > Notification Email. The body of these emails is editable under Settings > Notifications > Workflow Automations (Pro).

A short example

You run an active board with 40 ideas. You set up three rules on the board:

  1. Votes reached. When an idea hits 25 votes, move it to the roadmap with status Planned. Notify admins.
  2. Checklist 100% complete. When a roadmap item's checklist hits 100%, set the status to Done.
  3. Deadline overdue. When a roadmap item is overdue by 3 days, set the status to At risk and notify admins.

What happens over a week:

  • An idea called "Dark mode" hits 25 votes. Rule 1 moves it to the roadmap as Planned. You get an email.
  • Your developer ticks the last task on "Mobile login". Rule 2 sets the status to Done. The card moves to the Done column.
  • The deadline on "New billing engine" passed three days ago. The hourly job runs. Rule 3 sets the status to At risk and emails you.

No clicks needed for any of these.

Last updated

2026-05-23 · SimpleBoards Pro 1.0.1