Video - How to do some automations with the task system in Hive Projects

Note: Hive Projects is a 3rd party integration. This video has been provided by the developer.

Automations in HIVE PROJECTS allow you to trigger actions when tasks are created, completed, updated, or moved between columns. These automations help sync your HIVE tasks with your My Studio Manager workflows and can also be used to trigger CRM actions such as tagging contacts.

This guide explains how to set up HIVE automations and how they interact with MSM workflows.

1. Understanding HIVE Automations

HIVE PROJECTS includes its own automation engine that allows you to create rules such as:

• When a task is created → do something

• When a task is completed → do something

• When a task is updated → do something

• When a task moves to a different column → do something

These automations can be used for:

• Tagging contacts

• Notifying users

• Updating CRM workflows

• Triggering MSM automations

• Tracking progress

• Ensuring CRM activities match HIVE activity

2. How HIVE Syncs With My Studio Manager

Whenever you create a task in My Studio Manager:

• It appears automatically inside HIVE PROJECTS

• Any updates made to that task sync back

• You can also create tasks directly inside MSM Workflows using the “Create HIVE Task” custom action

This makes it extremely easy to connect your CRM actions with your studio task management system.

3. Creating Your First HIVE Automation

To create an automation:

1. Open HIVE PROJECTS

2. Go to Settings

3. Select Automations

4. Click New Automation

You will now choose a Trigger.

4. Available Automation Triggers

HIVE currently supports four triggers:

• New Task – when a task is created

• Task Completed – when a task is marked as completed

• Task Updated – when any detail changes

• Task Column Changed – when a task is moved to a different stage

Choose the trigger that matches the behaviour you want.

5. Example: Tag a Contact When a Task is Completed

Let’s build the example shown in the video:

Trigger

• Task Completed

Filter

You can add one filter per automation for now.

Example filter:

• Task Assignee → Is → Your Name

This means the automation only fires when you are assigned to the task.

Action

Choose Tag People, then choose who you want to tag:

You can tag:

• A specific user (enter their email)

• All assignees

• All clients attached to the task

In the example:

• Tag All Assignees

Click Save Automation.

6. Testing the Automation

1. Go back to your HIVE board

2. Open a task where you are the assignee

3. Mark the task as Completed

   • Note: dragging the task does not complete it

   • You must click the blue completion icon

Once you complete it, the automation will run.

7. What Happens in the CRM?

When the automation triggers:

• My Studio Manager tags the contact linked to the task

• You can view the tag inside the Contacts section

• This tag can then trigger additional CRM workflows if needed

Example:

Completed Task → Adds Tag → Sends SMS → Sends Email → Adds Note

his makes it possible to use HIVE PROJECTS to control CRM communication and internal workflows.

8. Why Use HIVE Automations?

Automations can help with:

• Alerting staff when tasks progress

• Updating contact timelines

• Triggering follow-up sequences

• Creating next steps automatically

• Keeping CRM and project management fully in sync

You can design almost any workflow you need by combining HIVE actions with MSM CRM workflows.