State Transitions

A state transition changes one task automatically when another task changes. It is how a collection moves itself along: when Import Data is completed, Print QR Codes flips from Pending to To Do; when Client Approval is marked Urgent, so is Rush Order.

Anatomy of a rule

Part	Meaning
Trigger Task	The task being watched.
Transition Type	Status or Priority. A rule watches one or the other.
Trigger Status / Priority	The value the trigger task must reach.
Target Tasks	One or more tasks in the same collection to change. The trigger task cannot be its own target.
Target Status / Priority	The value to set on each target.

Rules only connect tasks within one collection.

Where rules live

On a template, under Workflow Automations. Every collection created from the template gets a copy.
On a collection, under Workflow Automations. Editing here affects only that collection.
On a task, in the State Transitions section, which shows the rules where the task is the trigger or a target and lets you add one from either side.

Creating a rule

Open the template or collection and expand Workflow Automations → State Transitions, or open a task and expand State Transitions.
Click New State Transition.
Choose the transition type, the trigger task and its trigger value, then the target tasks and their target value.
Save.

Rules run within moments of the trigger task being saved. A target that already has the target value is left alone.

Protections

Airstudio refuses a rule that would create a loop (A completes B, B completes A), checking the whole chain of rules in the collection. At run time a target already in the target state is skipped, so even a long chain settles.

Patterns that work

Gate the next step: start dependent tasks in a Pending status and let completion of the prerequisite flip them to To Do. Assignees see only work they can act on.
Escalate together: when the anchor task goes Urgent, raise everything downstream.
Close out: completing the final delivery task marks housekeeping tasks complete.