Create projects with Workflows
Workflows can work with projects in two directions:
When a project is created — start a workflow when a new project is added to the workspace and any optional conditions match.
Create project from template — as a Then operation, copy a project template into a new project. In the action-based setup below, this step uses a triggering action (for example a form submission or a new action card).
Start a workflow when a project is created
Use the Project is created trigger to run a workflow when a new project is added to the workspace and any optional conditions match. This is a project trigger, not an action trigger — it fires on the new project itself.
Use the trigger in a workflow
Open the Workflows app and create or edit a workflow.
Select Project is created as the When trigger.
Optionally use Only trigger when to add conditions for the new project's Name or project custom fields. Leave this empty to run for every new project.
Add one or more Then operations — for example create a kickoff action, send an email, post to Slack, or give Buzz a job.
Save and enable the workflow.
When a new project is created, Hive checks any Only trigger when conditions before running the workflow. Without conditions, the workflow runs for every new project in the workspace.
What starts a run
The trigger checks new projects created in the workspace, including projects created from the sources below. A run starts only when any conditions you added match:
The new-project dialog
A project template
Copying a project
Converting an action to a project
An import or another workflow that creates a project
Because the project does not exist yet when you build the workflow, you cannot select an existing project to limit the trigger. To narrow which new projects start a run, add a project Name or project custom-field condition. Without conditions, an enabled workflow can run for any new project in the workspace.
Example workflows
Add a kickoff action — Trigger: Project is created. Operation: Create new action titled “Kickoff”.
Notify the team — Trigger: Project is created. Operation: Send an email or Post to Slack.
Draft a brief — Trigger: Project is created. Operation: Give Buzz a job to write a project summary.
Create a project from a template
Use the Create project from template Then operation when a workflow should spin up a new project. Hive copies the template’s views, sections, actions, members, teams, and sharing into the new project — the same path as creating a project from a template in the app.
This operation does not run on the Project is created trigger. For action-based workflows, pair it with a When trigger such as Form is submitted, Action is created, Status changes, or Button is clicked.
For workspaces using Hive CRM: You can also use Opportunity is updated when the stage outcome changes to Won. This path uses the opportunity and its linked account instead of a triggering action. The steps below cover action-based workflows.
Set up from an action
Create or edit a workflow with an action-based trigger.
Add the Then operation Create project from template.
Set a Project name pattern. The default is the triggering action’s title. You can also include custom-field tokens from the action.
Choose a Default template project from the Templates tab. Hive uses this template when no branch rule matches.
Optionally add Template branch rules to pick a different template when an action custom field matches a value. For multi-select fields, list any-of values separated by commas (for example Burst, Always-on).
Optionally choose a Default parent project, and add Parent branch rules if the new project should nest under different parents based on an action field.
Optionally add Project custom field mappings to copy values from the triggering action onto the new project.
Leave Skip if a sibling project already has the same name on if you do not want a second project with the same name under the same parent.
Example
Intake form creates a client project —
Trigger: Form is submitted.
Operation: Create project from template. Name pattern uses the request title. A branch rule sends “Campaign” requests to one template and “Always-on” requests to another. The new project nests under the matching client parent.
Availability and limitations
Project is created cannot be combined with another When trigger in the same workflow. You can add project Name or project custom-field conditions using Only trigger when.
It is different from Project is updated, which runs when an existing project changes, and from Action is created, which runs when a new action card is created.
Create project from template needs either a triggering action or a Hive CRM opportunity update to Won. It does not run on a Project is created workflow.
If a Then step creates another project, that new project can also start a Project is created workflow. Avoid pairing those two unless you intend that cascade.
External users cannot create projects through this operation. For action-based runs, the workflow owner and the person who triggered the run need permission to copy projects. For Hive CRM opportunity runs, the workflow owner needs CRM access and permission to copy projects. The owner must be able to access the chosen template.
The template must be a current, unarchived project template. If the chosen parent is missing or the people involved cannot access it, Hive creates the project at the workspace root instead of failing the run.
If the name pattern is empty after tokens are filled, action-based runs name the project New project; Hive CRM opportunity runs use the opportunity name.