Building Custom Rules
Design your own automations - pick a trigger, add conditions, chain actions. The Pro rule builder covers everything from tiny tweaks to full workflow chains.
PrimeTask's Pro tier includes a full custom rule builder. If one of the seven built-in rules almost fits but not quite, build exactly the rule you want. A rule is three parts:
- Trigger - the event that starts it.
- Conditions - optional filters that gate when the rule fires.
- Actions - what the rule does when it runs.
Every rule is a clean, readable chain. You can build simple rules ("when a task completes, play a sound") or complex ones ("when a task in the Inbox project with priority Highest is created, set the assignee to me and start a focus session").
For the overall picture, see Automations Overview. For the seven always-available rules, see Built-in Automations. For the full list of available triggers, conditions, and actions, see Triggers and Actions Reference.
Custom rules require Pro
The rule builder and every trigger, condition, and action type are part of the Pro tier. See License Settings.
What you can do
Build rules that run automatically
when something happens in your Space.
Add conditions
to only fire on the tasks, projects, or situations you care about.
Chain actions
so one rule does several things in sequence.
Pair a keyboard shortcut
to run a rule on demand from anywhere.
Run a rule manually
from the Command Palette whenever you want.
Test a rule before enabling
to make sure it behaves the way you expect.
How to create a custom rule
Step 1
Open Settings → Automations.
Step 2
Use the Create New Automation action.
Step 3
Name the rule and add an optional description.
Pick a **trigger**
the event that will start the rule.
Step 5
Add conditions if you want the rule to fire only in specific situations.
Add **actions**
what the rule should do when it runs.
Step 7
Save. The rule is off until you enable it.
For every trigger, condition operator, and action available today, see Triggers and Actions Reference.
The three parts of a rule
1. Trigger
Every rule has exactly one trigger. Triggers fire automatically when something happens in your Space. The trigger tells PrimeTask when the rule should consider running.
Triggers cover events like:
- A task's status or priority changes
- A task is created or completed
- A task's tags change
- A task is linked to or unlinked from a project
- Two nodes connect on a PrimeFlow canvas
- The timer starts or stops
You can also pick the Manual trigger - a rule that runs only when you invoke it from the Command Palette or a keyboard shortcut.
2. Conditions
Conditions are optional filters that gate when the rule fires. Without conditions, the rule runs on every matching trigger. With conditions, it runs only when the trigger's data matches your filter.
You can combine multiple conditions with ALL (every condition must match) or ANY (at least one matches) logic. Condition fields include task status, priority, project, tags, assignees, dates, and node types.
Example: a trigger of "task completed" paired with a condition "project is Client Engagement" means the rule only fires when a task in that specific project is completed.
3. Actions
Actions are what the rule does. One rule can chain several actions. They run in order.
Actions cover things like:
- Set status, priority, or assignee
- Set start date or due date
- Add or remove a tag
- Start or stop the timer
- Show a notification or celebration
- Prompt a focus session
For the full, up-to-date list, see Triggers and Actions Reference.
A few realistic rules you might build
"Start a focus session when I pick something up"
- Trigger: task status changed
- Condition: status is in the active category
- Actions: start a focus session, start timer
"Tag everything from the Inbox project"
- Trigger: task created
- Condition: project is Inbox
- Action: add tag needs-triage
"Notify me when a high-priority task is overdue"
- Trigger: task priority changed
- Condition: priority is Highest AND due date is in the past
- Action: show a notification
"Hand off completed deliverables"
- Trigger: task completed
- Condition: tags include deliverable
- Actions: set status to Ready for Review, reassign to reviewer, add tag awaiting-review
"Focus macro I run manually"
- Trigger: Manual (bound to a keyboard shortcut)
- Action: start a focus session on the currently open task
Manual execution
Every custom rule can also be triggered by hand, independent of its trigger. Two paths:
- Command Palette - ⌘+K or Ctrl+K, then search the rule's name.
- Keyboard shortcut - assign a shortcut to the rule. Press it anywhere in PrimeTask and the rule runs.
This turns a rule into a one-press macro. See Testing and Running Rules for more.
Test before you enable
The editor includes a test mode that dry-runs the rule on a task you pick. You see which actions would execute without committing anything destructive. Use it for any rule that modifies data.
See Testing and Running Rules.
Test on a throwaway task
Before enabling a rule that touches real work, create a test task, run the rule in test mode on it, and delete the test task when you're done. Costs nothing, saves surprises.
Things worth knowing
Rules are per Space
A rule you create in your Work Space doesn't exist in your Personal Space. Build rules where they'll actually run, and copy them to other Spaces if you want the same behaviour.
Conditions keep rules narrow
A trigger without conditions fires on every matching event in the Space. That's rarely what you want - add conditions to scope the rule to the exact tasks or projects you care about.
Actions run in order
If your rule has multiple actions, they run top to bottom. Put dependent actions in the right sequence (for example, set the status before you start a focus session that reads it).
Rules can fire in chains
If one rule's action changes a task's status, that status change can trigger another rule. This is powerful but easy to tangle - test carefully when you have several rules that react to the same events.
Disabled ≠ deleted
Flipping a rule off keeps its configuration. Flip it back on later and it resumes exactly as it was. Deleting is different - there's no undo for a deleted rule.
Rules that modify many tasks can't be undone in one step
A rule that updates every task with tag X will apply changes task-by-task. There's no bulk undo. Test on a small sample first.
Common questions
"Can I share a rule with another Space?"
Rules are per Space - there's no built-in copy-across. Recreate the rule in each Space where you want it.
"Can one trigger fire multiple rules?"
Yes. Any matching trigger fires every enabled rule whose conditions it matches. Order is determined by the engine.
"What happens if an action fails?"
Later actions in the same rule still run by default. The rule editor shows the trigger history, and the audit log in Settings records fires and outcomes.
"Can I react to CRM or calendar events?"
Some triggers exist today (task, project, PrimeFlow, timer, manual). CRM and calendar triggers are on the roadmap. Check Triggers and Actions Reference for what's available now and what's coming.
"How do I remove a condition I don't want?"
Open the rule and remove the condition. Save. The rule keeps its other conditions.
"Do I lose my rule if I disable the Space's master switch?"
No. The master switch turns rules off without deleting them. Turn the master switch back on and your rules resume.
Where to go next
| If you want to… | Read this |
|---|---|
| See the list of built-in rules | Built-in Automations |
| Look up triggers, conditions, actions | Triggers and Actions Reference |
| Test rules and bind shortcuts | Testing and Running Rules |
| Automate PrimeTask from Siri or Shortcuts | Apple Shortcuts and Deep Links |
| Configure the settings card | Automations Settings |
| Upgrade to Pro | License Settings |