1. Recurring Tasks

Setup

1. Create a Tasks database with properties:

   • Due Date (Date)

   • Status (Select)

   • Repeat Frequency (Select: Days, Weeks, Months)

   • Repeat Every (Number)

     

     
     

Automation

• Trigger: When Task is set to Done and Repeat Frequency is not empty.

  

  
  

  Action: Add page to Tasks.

  • Name = Trigger page.Name

  • Repeat Frequency = Trigger page.Repeat Frequency

  • Repeat Every = Trigger page.Repeat Every

    

    Due Date formula:

    

    
    

context("Trigger page").prop("Due").dateAdd(context("Trigger page").prop("Repeat Every "),"days")

2. Auto-Create Subtasks When Project Starts

Setup

• Create two databases: Projects and Tasks.

• Relate them.

  

Automation

• Trigger: When Project Status = In Progress.

  

  Action: Add multiple pages to Tasks.

  Task Due = Trigger page.Start Date

  • Project relation = Trigger page.Project

  

  
  

Example subtasks for a Website Project:

• Create visual style guide

• Design wireframe layouts

• Choose color palette

3. Sync Task Status With Project

Setup

• Databases: Projects and Tasks.

• Relation between them.

Automation

• Trigger: When Task Status = In Progress.

• Variable: Trigger page.Project.

• Action: Edit variable → Project Status = In Progress.

  

  
  

4. Track Task Duration

Setup Add these properties in Tasks:

• Due Date

• Status

• Completion Date

• Task Duration (Formula)

  

Formula (Task Duration):

if(
  dateBetween(prop("Completion Date"), prop("Due"), "days") > 0,
  style(
    if(
      empty(prop("Completion Date")) or empty(prop("Due")),
      "",
      format(dateBetween(prop("Completion Date"), prop("Due"), "days")) +
      if(dateBetween(prop("Completion Date"), prop("Due"), "days") == 1, " Day ", " Days ")
    ),
    "white","gray_background"
  ),
  ""
) + style(
  (((((if(floor(dateBetween(prop("Completion Date"), prop("Due"), "seconds") / 3600) < 10, "0", "") +
  format(floor(dateBetween(prop("Completion Date"), prop("Due"), "seconds") / 3600))) + "h: ") +
  if(floor((dateBetween(prop("Completion Date"), prop("Due"), "seconds") % 3600) / 60) < 10, "0", "")) +
  format(floor((dateBetween(prop("Completion Date"), prop("Due"), "seconds") % 3600) / 60))) + "m: ") +
  if(floor((dateBetween(prop("Completion Date"), prop("Due"), "seconds") % 3600) % 60) < 10, "0", "") +
  format(floor((dateBetween(prop("Completion Date"), prop("Due"), "seconds") % 3600) % 60)),
  "white","gray_background"
)

Automation

• Trigger: When Task Status = Done.

  

  
  

  Action: Set Completion Date = Triggered time.

5. Invoice → Income

Setup Databases: Accounts, Invoices, Income.

Automation

• Trigger: When Invoice Status = Paid.

• Action: Add page to Income.

  • Amount = Trigger page.Cost

  • Relate new Income to Invoice

6. Auto-Complete Subtasks When Parent is Done

Setup

• Create a Tasks database with properties:

  • Name (Title)

  • Status (Select: Not Started, In Progress, Done)

  • Parent Item (Relation to same database)

  • Sub Items (Rollup from Parent Item relation)

Automation

• Trigger: When Status = Done

• Variable: Define subtasks using formula:

context("Trigger page").prop("Sub Items")

• Action: Edit the variable (Sub Items)

  • Set Status = Done

This automation automatically marks all subtasks as complete when their parent task is marked as done, eliminating the need to manually update each subtask.

7. Auto-Complete Parent When All Subtasks Are Done

What it does: Automatically marks a parent task as "Done" only when ALL of its subtasks are completed, ensuring you never accidentally mark a project complete while subtasks remain unfinished.

Automatically marks a parent task as "Done" only when ALL of its subtasks are completed.

This ensures you never accidentally mark a project as finished while important subtasks still remain unfinished.

Setup

• Same database structure as above

• Add formula property "All Subtasks Complete" (Checkbox):

Formula (All Subtasks Complete):

ifs(!empty(prop("Sub-item")),map(prop("Sub-item"),current.prop("status")).length() == 
  map(prop("Sub-item").filter(current.prop("status")== "Done"),current.prop("status")).length())

Automation 1 - Update the completion checker:

• Trigger: When Status = Done (for subtasks)

• Variable: Define parent using formula:

context("Trigger page").prop("Parent Item").first()

• Variable 1: Define Completed Sub Tasks

map(context("Trigger page").prop("Parent item"),current.prop("Completed Sub Tasks")).first()

• Action: This triggers the formula recalculation

Automation 2 - Complete the parent:

• Trigger: When "All Subtasks Complete" = Checked

• Variable: Reference current page

• Action: Edit variable

  • Set Status = Done (with conditional formula):

ifs(var("Variable 1")== true, "Done")

This sophisticated automation uses nested formulas to verify that all subtasks are complete before automatically marking the parent task as done.

It prevents premature completion and ensures task hierarchy integrity.

🎁 Get All Automations for Free

I've created pre-built databases with all these automations already set up and ready to use.

You can duplicate them directly into your workspace – perfect if you're on Notion's free plan since these automations don't count against any limits.

Download All Automations Here

Let me know what automation you're using in your system ;)

Osama aka Ols