Automated tasks help your team stay on track by generating reminders and actions based on conditions you set. Here’s how to create and manage them:
1. Access Task Settings
Go to Settings from the main navigation menu.
Click the Tasks tile.
Open the Task Automation tab.
2. Create a New Automated Task
Click the green Create Task Automation button.
Enter a Title for your task (e.g., "Order Florals").
Add labels, tags, and set a priority.
Choose visibility:
Public: Anyone on the team can view or take action.
Private: Assign to specific team members only.
Add a Description and optional attachments.
Mark the task automation as Active so it generates tasks automatically.
3. Set Conditions
Conditions determine when the automated task is created. You can base conditions on:
Client type - the client on the order is assigned to the specified client type
Delivery venue address - the transaction is being delivered to a specific venue
Event type - the transaction is classified under a specific event type
Overbookings - the transaction contains overbookings
Specific product categories - the transaction contains products within a specified category
Presence of purchase order - there are items connected to a purchase order on the transaction
Subrental items - there are items connected to a subrental on the transaction
Transaction dates
Transaction Type - meaning the transaction is a Quote or an Order
Transaction Total - the transaction total is equal to, greater than, or less than a specified amount
4. Add Condition Groups
Use multiple condition groups if the task should apply in different situations.
The system will generate a task if any group’s conditions are met.
5. Set a Deadline Date
Choose a deadline relative to the transaction date (e.g., create date, start date, event date).
Example: Set the deadline to 10 days before the transaction start date.
6. Save and Manage Task Automations
Click the green Save Auto Task button.
You’ll return to your list of automations with a success message.
Edit with the yellow pencil icon or delete with the red trash can icon.
7. Track Automated Tasks
See generated tasks in your Task Widget on the dashboard, or under the Tasks tab in the associated transaction.
Distinguish automated tasks from manual ones by the Creation Type column.
8. Update or Complete a Task
Edit a task with the pencil icon, view with the eye icon, or delete with the trash can icon.
Mark a task as complete by:
Changing the status to Done by editing the task and changing the Status and clicking Update Task, or
Using the toggle in the task list.
Need Help?
If you have any questions about creating or managing automated tasks, contact us at [email protected] or use the chat in your dashboard.