Automation

Create a Workflow with the Task Completed Trigger

Create a Workflow with the Task Completed Trigger Create a Workflow with the Task Completed Trigger Summary: By the end of this guide, you'll be ready to use task completion triggers to streamline your work and make sure

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Create a Workflow with the Task Completed Trigger

Summary:

By the end of this guide, you'll be ready to use task completion triggers to streamline your work and make sure your team is always moving forward.

When a task is marked as completed, the task completion trigger can automatically initiate a predefined workflow. This could include sending supervisor notifications, updating records, or triggering other related tasks. Let's build a simple workflow to reduce the time spent on manual checks and follow-ups and learn how to use this trigger!

Setting Up a Task

Start by navigating to the Tasks tab inside the Contacts section and click +Add Task.

Create a Workflow with the Task Completed Trigger – figure 1

Create your task as normal. Make sure to include a due date, and assign it to a team member.

Create a Workflow with the Task Completed Trigger – figure 2

Creating a Task Completion Workflow

Setting the Trigger

Create a new workflow by selecting + Start from Scratch.

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Set your Trigger as “Task Completed” by adding a new trigger.

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Click + Add Filters to select a specific user if needed.

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Once you've added all needed filters click Save Trigger.

Configure Follow Up Actions

Decide on the action to be taken once the trigger is activated. For maximum effect, we'll add an internal notification in our example. To follow this click the plus sign icon then select Send Internal Notification.

Create a Workflow with the Task Completed Trigger – figure 6

Select your Notification Type, in this case, we'll do a Notification.

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Add your message then select one of your supervisors or admins as the assigned user.

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Once fulfilled click Save Action.

Create a Workflow with the Task Completed Trigger – figure 9

Now, let's add a tag so everyone on the team knows the task was completed! To do so click the plus sign icon to add an action and select Add Tag.

Create a Workflow with the Task Completed Trigger – figure 10

Create a Tag related to the task. For example, onboarding completed or customer contacted. Then click Save Action.

Create a Workflow with the Task Completed Trigger – figure 11

Add any extra actions you see relevant then toggle Publish and click Save.

Create a Workflow with the Task Completed Trigger – figure 12

Use Cases

You might be wondering when to use this setup. The main scenarios where this will be helpful are:

  • Supervisor Notifications: This setup is perfect for tasks that need verification or intervention from team leaders. It will help you automate the notification process eliminating the need for manual task status checks.
  • Customer Journey: This provides a great base to automate any steps that may follow a manual task, such as a thank you SMS after completing a call or a confirmation email after manually fulfilling an order.
  • Streamlining Communication: Use task completion triggers to automatically update contact records once new information is obtained, ensuring all communication channels are up-to-date.

Troubleshooting and FAQs

  • Task Not Triggering Workflow: Ensure the task is correctly linked to the workflow and the trigger conditions are accurately defined.
  • Notifications Not Being Sent: Verify that the notification action within the workflow is correctly set up, including recipient details and message content.
  • Can I assign task completion triggers to specific team members?: Yes, you can configure triggers to respond to tasks completed by specific individuals using filters.
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