Project Template Automations

A project template automation is a rule that watches your accounts and, when an account matches the conditions you set, creates a project from a template for that account and links the new project in a project lookup field on the account. A typical use is onboarding: every account that becomes a customer gets an onboarding project created from your onboarding template, linked in the account’s Onboarding Project field — without anyone creating it by hand. Each rule reads as a single sentence:

accounts matching <conditions> → create a project from <template> → into <project field>

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Prerequisites

• Admin access. Automations are tenant-wide, so only users with Settings access see or manage them. Everyone else won’t see the Automations tab or the Automation button.
• A project template. See Project Template Creation Guide.
• A Lookup – Project custom field on accounts. This is the field the rule writes the created project into. Every account already has the built-in Onboarding Project field, or you can create your own — see Lookup Fields. If no project lookup field exists, the editor tells you so and Add rule stays disabled.

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Where to manage automations

There are two entry points, and both edit the same set of rules:

• All rules — go to Manage → Templates and open the Automations tab. This lists every project automation in your workspace.
• One template’s rules — open a project template and click the Automation button next to the template’s title. The dialog has two tabs: This template, where you add and edit rules that use this template, and Other rules, a read-only summary of rules on other templates with a Manage all link back to the full list.

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Create a rule

Step 1: Open Manage → Templates → Automations (or the Automation button on a template). Step 2: Click Add rule. A new rule card appears, pre-filled to match accounts whose Type is Customer. Step 3: Set the conditions — click the filter on the left of the card and build the account segment the rule should apply to, the same way you build filters elsewhere in Statisfy (for example Type is Customer and ARR is greater than 50,000). See How to use filters. Step 4: Choose the project template to create from. Step 5: Choose the project field the new project is written into — any Lookup – Project field on accounts. Step 6: Decide whether to tick Create projects for existing accounts (see Existing accounts vs. new matches below). Step 7: Click Save. Save stays disabled until every rule has both a template and a project field selected. You can add as many rules as you need — several templates can each have their own rule, and a template can have more than one rule (for example, different conditions writing into different fields).

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The locked “Is Blank” condition

Every rule carries one condition you can’t remove: the target project field Is Blank. It appears in the filter alongside your own conditions and is re-applied whenever you change the target field. This is what keeps a rule from creating duplicate projects. An account only matches while its project field is still empty; once the rule creates a project and links it there, the account no longer matches and the rule leaves it alone. If you clear that field on an account, the account becomes eligible again and the rule creates a fresh project.

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Existing accounts vs. new matches

The Create projects for existing accounts checkbox decides what happens to accounts that already match the conditions when the rule first runs:

• Unchecked (default) — accounts that already match are left alone. The rule only acts on accounts that start matching afterwards.
• Checked — the rule also creates projects for accounts that already match, so it backfills your existing book.

Decide this before you save the rule for the first time. Accounts that already matched when the rule first ran are recorded as skipped, and ticking the box afterwards doesn’t go back for them. If you need to cover them, remove the rule, save, then add it again with the box ticked.

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What the created project looks like

• It’s named after the template and linked to the matching account.
• Its start date is the day the rule runs, and every task’s dates are calculated from that start date using the template’s day offsets. Dependencies defined in the template carry over — see Task Dependencies & Auto-Cascade Dates.
• The new project’s link is written into the project field you chose, so it shows up on the account like any other lookup value.

Automations run in the background, so expect the project to appear a short while after the account starts matching, not the instant it changes.

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Edit or turn off a rule

• Edit — change the conditions, template, field, or checkbox on the rule card and click Save. Editing a rule doesn’t re-create projects for accounts it has already handled; their project field is no longer blank.
• Turn off — click the ✕ on the rule card and click Save. The rule stops running. Projects it already created, and the field values it already wrote, stay exactly as they are.
• Cancel — discards your unsaved changes and restores the rules as last saved.

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Frequently asked questions

Why can't I see the Automations tab?

The tab and the Automation button are only visible to users with Settings (admin) access, because automation rules apply to the whole workspace rather than to one user.

Why is Add rule disabled?

No Lookup – Project field exists on accounts yet. Create one (or use the built-in Onboarding Project field) and reopen the editor — see Lookup Fields.

Will an account ever get two projects from the same rule?

Not in normal use. The locked Is Blank condition means an account stops matching as soon as the rule fills its project field, so the rule won’t act on it again. Clearing that field is what makes the account eligible for a new project.

I deleted the template a rule points at. What happens?

The rule stays, but it can no longer create projects — its runs fail because the template can’t be found. Point the rule at another template, or remove the rule.

These rules appear in Agent Studio. Can I edit them there?

Rules are stored as system-managed automations in Agent Studio’s System Workflows folder, and they’re locked on purpose. Always edit them from the Automations tab — changes made anywhere else are overwritten the next time the rules are saved.