These are the rules studios end up with anyway, arrived at one frustration at a time. A preset already ships most of them, so build the ones it didn’t and skip the ones you don’t recognise as your own process. Each is written as Trigger → Actions, the way the editor asks for it.
1. The cut lands, someone has to look at it
Video uploaded → Set blocker Internal Review → Change status In review.
This saves two clicks, but the reason to have it is that a cut is never sitting in the workspace with nobody knowing it arrived.
2. Internal review clears, the client gets it
Subtask completed, subtask title Internal Review → Set blocker Client Review → Send email, template client_review, recipient client.
This is the one rule here that reaches a client, so watch it closely for the first week. If your internal review isn’t a subtask, use whatever step actually ends it.
3. The client asks for changes, the editor hears about it
Review status changed, to changes_requested → Set blocker Clear blocker → Change status In progress → Send notification, recipient Assignee.
Without this, “changes requested” is a state nobody is watching and the task sits for a day.
4. A client comment arrives mid-review
Comment added, comment type Client → Send notification, recipient Assignee.
The Comment type setting is what makes this usable. Set to Any, the rule also fires on your own team’s notes and the editor learns to ignore it.
5. Approval reaches the rest of your stack
Review status changed, to approved → Trigger webhook.
Send it to Make, Zapier, n8n or your own service, and your invoicing, archive or CRM finds out the moment a video is signed off. See Send events to other tools with webhooks. Webhooks need the Pro or Studio plan.
Narrow the trigger before you add a condition
Most triggers carry their own settings, and teams rarely open them:
- Status changed and Phase changed take a From and a To.
- Review status changed takes a To status.
- Blocker added and Blocker removed take a category, client or internal.
- Subtask completed takes a subtask title.
- Comment added takes a comment type: client, internal or any.
- Timer stopped takes a minimum duration, so a mis-click doesn’t count as a work session.
Narrowing the trigger beats firing broadly and filtering after. Conditions — current status or phase, whether there is a blocker and of which category, whether the task has a due date, is overdue, or has an assignee — are for the cases the trigger can’t express.
Important: There is no scheduled trigger. Every rule needs something to happen, so “chase anything overdue every Monday” is not a rule you can write. Is overdue is a condition that narrows a rule fired by something else. For the weekly chase, use the Overdue filter and the Home view.
What’s next
Automations that backfire covers the four that look right and aren’t.