Manage scenarios

Understanding Otilus Scenarios

Let’s see how a manager can automate their workflow using scenarios.

A scenario automatically triggers actions when a project reaches a specific stage. The result: fewer oversights, fewer manual steps, and processes that run on their own.

In practice, a scenario works based on two criteria:

  • the card type (the type of project)
  • the column it enters

It can then trigger several automated actions:

  • Create ready-to-use task lists
  • Move the card to another board or stage

Think before creating a scenario

Before automating anything, ask yourself a simple question: which action happens repeatedly in my projects?

Example: a pool contractor managing construction projects

They want that as soon as a project moves to “Preparation”, certain actions start automatically.

  • Cindy, project manager, must send the quote and rent an excavator
  • Marcel, technician, must contact the client and measure the site

Creating a scenario in Otilus

Open the Configuration area, then select the Scenarios menu. You will see all your existing scenarios there.

Click Add scenario.

Give it a clear name, for example Site preparation. Then choose the target board, here Projects.

Defining when the scenario runs

Select the card types concerned, for example:

  • Custom pool
  • Earthworks

Then choose the trigger column, here Preparation.

Each time a card enters this column, the scenario can run.

Defining automated actions

Two types of actions are available:

  • Create ready-to-use task lists
  • Move the card automatically

For this example, let’s create task lists.

Click Add list, then create a list for Cindy:

  • Send the client quote
  • Rent an excavator

Then add a list for Marcel:

  • Schedule a meeting with the client
  • Measure the site

Save it. Your scenario is ready.

Testing the scenario

Go back to your board and move a card into Preparation.

Otilus will then ask whether you want to run the scenario.

  • If you decline, nothing happens
  • If you accept, all tasks are created automatically

The scenario will only be offered once per card.

Example 2: automating invoicing

Let’s create another scenario for invoicing.

Goal: when a project reaches End/Invoicing, it should automatically move to the Invoice tracking board.

Scenario settings:

  • Source board: Projects
  • Trigger column: End/Invoicing
  • Action: move the card
  • Destination: Invoice tracking board, column Invoices to send

Test it: the card disappears from the Projects board and immediately appears in Invoice tracking.

Key takeaways

Scenarios turn Otilus into a real organizational engine.

  • They prevent oversights
  • They standardize your processes
  • They save time for the entire team

The more thoughtfully you design your scenarios, the smoother your organization becomes.