Automated handoff between teams

Purpose

1. Enable seamless, error-free task/project handoff between departments or teams, reducing miscommunication, time lags, and duplicate efforts in campaign workstreams.

2. Automate communication alerts, documentation transfer, and requirements sign-off to ensure every team member receives and acknowledges crucial assignments during campaign delivery cycles.

3. Centrally log handoff activities to provide transparent audit trails for compliance, client assurance, and post-mortem analysis.

Trigger Conditions

1. Completion of campaign planning phase and assignment of action items to creative, accounts, media, or analytics teams.

2. Status change in project management tools to "Ready for Handoff", "Requires Review", or "Awaiting Next Phase".

3. Upload or approval of finalized assets (creative, briefs, media plans) in shared drives or asset management systems.

4. Receipt of client sign-off via email or e-signature platform.

5. Scheduled recurring project milestones based on campaign calendar or workflow templates.

Platform Variants

1. Slack

• Feature/Setting: Workflow builder—Trigger handoff on status change, send direct messages, add checklist in channel.
  
• Sample: Workflow > Trigger: "Status set to Ready for Handoff" > Action: Message to #media_team, attach due dates.
  

2. Microsoft Teams

• Feature/Setting: Power Automate—Configure adaptive cards and chat notifications for handoff events.
  
• Sample: Trigger from "Planner task completed" > Post adaptive card to Marketing channel.
  

3. Asana

• Feature/Setting: Rules—"Task moves to Handoff Section" triggers automatic assignment/comment to next team.
  
• Sample: Rule: Section change > Action: Assign Creative Review, notify tagged user.
  

4. Trello

• Feature/Setting: Automation—Set "Butler" rule for list movement to notify next department.
  
• Sample: Card moves to "Ready for Media" > Butler: Mention @media_lead and add checklist.
  

5. Monday.com

• Feature/Setting: Automation recipes—"When column changes to Handoff, notify team".
  
• Sample: Status = Handoff > Notify Media Team board members, update Timeline field.
  

6. Jira

• Feature/Setting: Webhook—Configure issue transition to 'Review' or ‘QA’ status triggers notification to next team.
  
• Sample: Status = 'For Design' > Webhook POST to next team’s integration endpoint.
  

7. ClickUp

• Feature/Setting: Automations—advance task, notify watchers, assign next phase owner.
  
• Sample: Move task to "Strategy Review" > Assign @strategist, send alert.
  

8. Basecamp

• Feature/Setting: Campfire & To-Do’s—Auto-add task for next team, ping individual in Campfire upon project phase completion.
  
• Sample: To-Do moved to 'Media' > Notify @media_manager in chat.
  

9. Wrike

• Feature/Setting: Automation Engine—Status update triggers personalized inbox message for next responsible party.
  
• Sample: Trigger: Task = "[ACTION] handoff" > Inbox notification to @AnalyticsTeam.
  

10. Zoho Projects

• Feature/Setting: Blueprint transitions—When blueprint phase ends, auto-assign and message next department.
  
• Sample: Blueprint = 'Copywriting Complete' > Auto-create subtask for 'Design', notify lead.
  

11. Google Workspace (Sheets/Drive/Gmail)

• Feature/Setting: Apps Script—Script listens for new approvals, emails folder link and notes to next owner.
  
• Sample: On new file in 'Approved Assets' folder > Email Creative Brief to accounts team.
  

12. Airtable

• Feature/Setting: Automations—Record status moves to 'Ready', auto-email, Slack, or Teams message sent.
  
• Sample: Status = 'Ready for Review' > Send Teams message to Reviewer.
  

13. Notion

• Feature/Setting: Database automation—Set reminder or Slack webhook on page property change (phase handoff).
  
• Sample: Phase = 'Post-Production' > Webhook: Slack #accounts_alerts.
  

14. Smartsheet

• Feature/Setting: Automated workflows—Change cell value, alert designated team or update related sheets.
  
• Sample: Task = 'Media Briefing' > Notify @media_analyst, copy row to new sheet.
  

15. HubSpot

• Feature/Setting: Workflows—Trigger internal notification via in-app or email to next queue owner.
  
• Sample: Deal Stage = 'Creative Approved' > Notify Campaign Manager.
  

16. Salesforce

• Feature/Setting: Process Builder—"Opportunity status" tracked, notify next action team via Chatter/email/apex.
  
• Sample: Status = "Assets Approved" > Chatter post to @media_coord.
  

17. Zapier

• Feature/Setting: Multi-step Zap—Detects change in one system, pushes alert/document/task to another.
  
• Sample: Asana task marked ‘Handoff’ > Email summary, create DocuSign envelope for signature.
  

18. DocuSign

• Feature/Setting: Workflow—Upon envelope completion, trigger webhook or email to next reviewer/team.
  
• Sample: Envelope signed > Email assets pack to [email protected].
  

19. Dropbox

• Feature/Setting: Paper Automation—File/folder change or comment, auto-message next assignee with link.
  
• Sample: File uploaded to ‘Deliverables’ > Message in Slack to notify accounts director.
  

20. Intercom

• Feature/Setting: Series Automation—When deal moves phases, post note/trigger chatbot or outbound message.
  
• Sample: Conversation tagged ‘handoff_to_ads’ > Messenger post sent to campaign exec.
  

21. Bitrix24

• Feature/Setting: Business Process Designer—"Task completed" triggers sequential task creation plus notifications.
  
• Sample: Campaign setup = ‘Done’ > New task for ‘Launch’, notify via feed.
  

Benefits

1. Eliminates manual emails and task duplication, preventing missed handoffs.

2. Ensures real-time accountability and task visibility for campaign teams.

3. Reduces client wait times and accelerates project cycle by automating assignment and notification.

4. Logs every action for compliance, post-project review, and process optimization.

5. Enhances cross-department transparency and audit readiness.