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

Creating a Task Completion Workflow #

Setting the Trigger #

• Create a new workflow by selecting + Start from Scratch.
• Set your Trigger as “Task Completed” by adding a new trigger.
• Click + Add Filters to select a specific user if needed.
• 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. Select your Notification Type, in this case, we’ll do a Notification. Add your message then select one of your supervisors or admins as the assigned user. Once fulfilled, click Save Action.

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 tag related to the task, for example, onboarding completed or customer contacted. Then click Save Action. Add any extra actions you see relevant, then toggle Publish and click Save.

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.

Frequently Asked Questions #

Why is my task not triggering the workflow? #

Ensure the task is correctly linked to the workflow and the trigger conditions are accurately defined.

Why are 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.

Which trigger responds to a finished task? #

Use the “Task Completed” trigger, which fires the workflow as soon as an assigned task is marked complete.

What actions pair well with the Task Completed trigger? #

Internal notifications to supervisors, adding a status tag, and follow-up messages such as a thank-you SMS are common actions after task completion.

Do I need to publish the workflow for the trigger to work? #

Yes. After adding your trigger and actions, toggle Publish and save so the workflow becomes active.