Functionality in automations with tasks
To work out any workflow, you first need to set up a trigger. A task section at the system level is considered a regular folder, so in automations, tasks are available in triggers such as:
Deal stage changed.
New record added.
Field value changed.
After setting up the appropriate trigger, you can add the "Create task" action:
We also have a special “Wait for task completion” assistant in automations. This is a great feature that allows you to perform certain actions in your automation immediately after completing a task:
By combining different triggers and actions for creating tasks and their assistants, you can build various automation scenarios for auto-creation, auto-distribution, or auto-renewal of tasks.
Below are examples of useful automations that may be helpful.
Automatic task creation
Let's imagine that you need to send a follow-up to all contacts who move to the “Potential” stage. To do this, you need to:
Select “Field value changed” as the trigger;
Select the folder, the required field, and specify the specific change;
After adding the trigger, you need to add the “Create task” action;
You can customize this task, give it a title, description, and due date. All custom fields you have created that are contained in the task will also be available here:
When choosing who you want to assign the task to, you can add your colleagues by clicking the plus sign (in this case, the task will be assigned to everyone):
Or distribute tasks among the team using Round Robin method:
If necessary, select “Due date.” You can select “Set today” and extend the task deadline by several days (increase or decrease).
💡The task notification (if you have it set up) will be sent immediately after the task is created. But you can use the “Wait for (time)” helper to delay the creation of the task:
The automation is ready, all that remains is to activate it:
Appointing a new person in charge
Let's take a situation where your manager has been assigned a task, but he is already overloaded and does not have time to work on an additional task. Therefore, after a certain period of time, we can transfer the person responsible for the task to another manager.
How to do it:
The automation trigger will be “new record added.”
We give the manager time to take on the task, so here we add an assistant — wait for time and set it to 10 minutes (you can specify any time period).
Now we need to understand whether the manager has already taken on this task, so here we add a filter that will check the task stage “taken on” and if the task has not yet been taken on, we update the person responsible for this task.
Here's what such automation might look like:
If no manager has taken on this task during this time, at the end you can assign it to the manager or specify all managers and whoever is free first will take on this task.
Adding a person responsible for each stage of the task
Perhaps you do not want to create a separate task on one customer card for each team member, manager, accountant, or lawyer, but want everyone to work on their own sector and move the task to the next stage.
This can be done as follows:
The automation trigger can be “new record added.”
We create a task and select the manager who will make the first contact with the customer.
Next, when the manager has completed their task, they move the task to the next stage. Here we add an assistant - “wait for field update” and specify the desired stage.
At this stage, we want to add a lawyer, so we update the person responsible to them (you can either replace the person responsible or add them to everyone).
Now the lawyer has completed their part and moves the task to the next stage. Here, we again add an assistant - “wait for field update” and specify the required stage.
Update the record and add an accountant, who checks the payment and closes this task.
This way, you have one task for three people, and you don't need to create three separate tasks for each of them. All actions will be described in the activity history of this task, where you can check each step.
Checking the completeness of fields in a task
If you have configured tasks so that your managers must fill in the fields in the task card, but you do not want to check each card yourself to see if the manager has filled everything in, we have a solution.
We build the following automation:
When a manager moves a task to the “completed” stage and marks it as “done,” our automation is triggered and starts working.
There should be a filter that checks all fields in the task card for completeness. If the branch works “Yes,” then the manager has done everything and we can complete the automation. And if the filter finds a field that was left blank, we split it into several branches.
Branch A will create a task for the manager to check it.
Branch B will update the task stage to the required check and remove the task completion.
How to do it:
Complete all active tasks
You can set up automation that will complete all active tasks for your deal after it moves to the “Successfully completed” stage.
To do this, you need to do the following:
The automation trigger will be “deal stage changed” with the parameter set to “Successfully implemented.”
Next, select the action “Update related records” and select the task folder:
In this case, the system closes all active tasks related to this deal. You can also update only records that match the filter, have a non-important status, or have a specific tag.
General view of such automation:
💡These are just a few examples of possible scenarios and automation structures that you can use in your work. Write down any scenarios of how you would like your tasks to work, and contact our support chat — we will be happy to help you automate your ideas into tasks!
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