Create Project Automations

Last updated: March 19, 2026

Project Automations let you build no-code rules that trigger actions in OnRamp, Salesforce, HubSpot, or external systems whenever something happens in a project. Define a trigger (like "when a task is completed") and an action (like "update a Salesforce field") to keep data synced without manual updates.

Before You Begin

  • Connect your Salesforce or HubSpot integration under Settings › Integrations.

  • Confirm you have permission to edit the Playbook or Project.

  • Automations can be set at the Playbook level (applies to all future projects from that Playbook) or the Project level (one project only).

Step 1: Open the Automations Tab

  1. Go to Library › Playbooks (or open a live Project).

  2. Click the Automations tab.

  3. Click + Create.

Step 2: Choose a Trigger

Triggers define when the automation runs. Available options:

  • When project created

  • When project updated

  • When project completed

  • When module completed

  • When task completed — you'll select the specific task

  • When a specific playbook data field changes

  • When any playbook data field changes

Step 3: Add an Action

Click + Add Action and choose what happens after the trigger fires:

  • Update Salesforce field — sync OnRamp data into a Salesforce object

  • Upload Files to Salesforce Object — send task-uploaded files to Salesforce

  • Update HubSpot field — push field updates to HubSpot

  • Call Webhook — send data to any external endpoint

You can chain multiple actions under the same trigger to update multiple systems at once.

Step 4: Configure the Action

For Salesforce updates, you'll:

  1. Select the Object to update (e.g., Opportunity, Account, or a custom object).

  2. Choose a reference field to identify the correct record (commonly Name or an ID field).

  3. Under Map fields to update, match Salesforce fields with data from OnRamp — task data, project data, task answers, or Salesforce data values.

CRM field type support: All Salesforce and HubSpot CRM field types are now available in automations — including multi-picklist, email, phone, boolean, ID, and reference fields. Previously unavailable field types can now be used in both trigger conditions and action mappings. If a value doesn't exist as a dropdown option in your CRM, OnRamp will automatically create it.

Tip: The reference field must match a unique value from your OnRamp project, otherwise the automation won't know which Salesforce record to update.

Step 5: Save and Test

  • Click Save to store the automation.

  • Test by triggering the event in a sandbox or test project.

  • Use Edit or Delete Rule to adjust or remove it later.

Start simple — one trigger, one action — to confirm the integration works before adding more complexity.

Tips & Troubleshooting

  • Automation not firing? Check that the integration is connected under Settings › Integrations, that your trigger condition matches exactly (e.g., correct task name), and that all mapped fields exist and are accessible in Salesforce or HubSpot.

  • Salesforce picklist options out of sync? Click the refresh icon next to the selected object in the automation to pull in the latest field and picklist values from Salesforce.

  • Playbook vs. Project automations: Playbook automations apply to every future project. Project automations are one-off — ideal for custom customer setups.

  • Pro tip: Combine Automations with Workflows for a fully automated loop — Workflows create projects, Automations update your CRM as those projects progress.