Categorise Project Management Tasks

For product managers, support teams, and engineers, categorizing project management tasks by type or product stream is essential to prioritize effectively, ensure the right team is handling tasks, and improve project efficiency. With Alfred AI, you can automate this categorization, saving time and maintaining consistency.

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Set Up the Trigger

1. Select Your Project Management Tool: In Alfred AI, choose the tool you use for managing tasks (e.g., Jira, Trello, or Asana).
2. Set the Trigger Event: Select “New Task Created” or “Task Updated” as your trigger. This action will start the workflow whenever a task is created or modified.
3. Example: In Jira, choose “New Task Created” to start the workflow whenever a new project task is added.

Define Task Categories and Descriptions

1. Create Task Categories: Define the categories that best suit your project needs. Categories may be based on task types or product streams, such as:
   • User Management: Tasks related to user registration, authentication, and profile management.
   • Analytics: Tasks focused on data tracking, reporting, dashboards, and metrics.
   • Integrations: Tasks that involve connecting with third-party tools, APIs, or other systems.
   • Bug Fixes: Tasks addressing technical issues or troubleshooting specific software errors.
2. Describe Each Category: Provide a brief description for each category. Alfred AI uses these descriptions to build context, helping it categorize tasks based on content.
3. Example: A “User Management” category might include keywords like “login,” “authentication,” and “profile update.”

Map Each Category to a Field in Your Project Management Tool

1. Map Categories to Fields: Link each category to a specific field or label in your project management tool. This allows Alfred AI to update tasks with the correct label.
   • Use the “Update Field” or “Add Tag” action to assign the appropriate category label to each task.
   • Optional Routing: If your project management tool supports it, you can route tasks to specific teams or individuals based on their category.
   Example: When a task is categorized as “Analytics,” Alfred AI tags it as such in Jira, potentially triggering assignment to the data team.

[Optional] Notifications on Categorization Update

1. Choose a Notification Tool: Decide where to send notifications (e.g., Slack, email) to keep teams informed.
2. Configure Notifications: Set up Alfred AI to send notifications to:
   • A Slack channel (e.g., “Project Alerts”) to keep the team updated.
   • Specific team members (e.g., the task owner, product manager, or stream lead).
3. Trigger Notifications Conditionally: Configure Alfred AI to send notifications only when tasks meet specific criteria, such as high-priority bugs or urgent tasks in a particular category.
4. Example: When a task tagged as “Urgent” under “Bug Fixes” is created, Alfred AI sends an alert to the “Engineering” Slack channel to prompt immediate attention.

Automation in action

1. Trigger: New or updated task created in the project management tool.
2. Define Categories: Set up task categories and associated keywords to enable accurate classification.
3. Map to Project Tool: Connect each category to a field or label in the tool for organization and potential assignment.
4. Optional Notification: Notify relevant team members or channels based on specific categories or priority levels.

With Alfred AI, this automated task categorization workflow enhances project management efficiency, ensuring tasks are consistently organized, assigned, and addressed by the right team members, enabling scalable and focused project delivery.