Rule — react when a status changes

This page shows you how to set up a rule that runs when a roadmap item moves from one status to another. You can use this rule to tag the item with a category, to send an email to the admins, or both. A common use is "when an item moves to Done, tag it as Release notes and tell the team".

Before you start

• You already added a blank rule on the board. See Add a workflow rule to a board.
• The board has the statuses you want to filter by. You can also choose Any status if you do not want a status filter.
• If you want the rule to assign a category, the category exists in SimpleBoards > Categories.

Step by step

1. Open the board's Workflow Automations tab.
2. Find the rule card you want to use.
3. In the Trigger dropdown, pick When status changes, notify and/or assign category.
4. The card now shows the Conditions section with three fields:
   • From status: the status the item must move out of for the rule to run. The default is Any status, which means the rule runs for any starting status.
   • To status: the status the item must move into for the rule to run. This field is required. The dropdown lists every status on this board. If you leave it on Select target status, the rule will not be saved.
   • Assign category: the category to add to the item when the rule runs. The default is Do not assign category, which means no category change. Pick a category from the dropdown if you want the rule to tag the item.
5. (Optional) Tick Notify admins by email at the bottom of the card to send the workflow email each time this rule runs. This box is on by default. See Edit the emails sent by workflow rules to change the subject and body.
6. Click the Update button at the bottom of the page.

What changed

From now on, every time a roadmap item's status changes on this board, SimpleBoards checks the rule. If the change matches your From status and To status filters, the rule runs:

• If you picked a category, that category is added to the item. Existing categories stay in place.
• If you ticked the notify box, an email is sent to the address in SimpleBoards > Settings > Notifications > Notification email address.

A status change includes any way an item moves between statuses: editing the item in the WordPress admin, dragging a card between roadmap columns, or another rule moving it.

The rule only runs when the status actually changes. Saving the item without changing its status does not run the rule.

See also

• Add a workflow rule to a board
• Edit the emails sent by workflow rules
• How workflow rules run
• Statuses and release stage

Last updated

2026-05-23 · SimpleBoards Pro 1.0.1