Overview
Element451's Workflows offer a dynamic way to automate task creation, enhancing efficiency and ensuring timely follow-ups. This article guides you through setting up Workflows with the 'Create Task' action, focusing on aspects specific to workflow-created tasks.
Workflow triggers in Element451 are primarily based on user activities, allowing you to integrate task creation into your daily processes seamlessly. You can automatically generate tasks when specific actions are taken. For instance, you can set up a workflow to create a 'Phone Call Follow-Up' task once a student is admitted or a 'Review Documents' task after a residency form submission.
Unique to workflow-created tasks are "token style" assignees:
Contact Assignee | Assign the task to the assignee of the contact being processed. |
Workflow Contact | Assign the task to the contact currently being processed in that workflow step. |
This article assumes you have a good understanding of creating Workflows and Rules. You can learn more about these in the Workflows + Rules Collection.
Step 1: Create the Workflow
Navigate to Data + Automations > Workflows > All Workflows.
Click the + New Workflow button
in the top right corner of the header.Provide a Name and a short description of the workflow.
Click Add in the top right corner.
You will be taken to the edit page for your new workflow, where you can configure your trigger(s) and action(s).
Step 2: Add Your Action (Task Creation Process)
To begin the task creation process:
Click on the plus sign in your workflow to add a new action.
Select Create Task from the action type dropdown menu.
Step 3: Configure Task Details
For most fields (Task Template, Task Name, Type, Status, Priority, Description, Subtasks, and Subscribers), refer to the Creating Tasks Manually article.
Below, you will find sections that focus on fields specific to workflow-created tasks.
Assigned To
This field determines whether you're creating an Internal or Contact Task.
Internal Tasks
Select the individual user(s) or teams to whom to assign the task. You also have the option to select Contact Assignee (specific to workflows) at the top of the list. It works like a token, assigning the task to the assignee of the contact being processed.
For Contact Tasks:
Selecting a specific contact task is not an option when assigning contact tasks using a workflow. However, you can select the Workflow Contact option at the top of the list. It works like a token, assigning the task to the contact currently processed in that workflow step.
Assignment Behavior for Internal Task Assignees
This field determines how tasks are distributed among assigned users or teams when more than one is selected.
Selected (Default): Assigns tasks to all user(s) listed in the Assigned To field every time the workflow runs.
Rotational: Assigns the task to a single user from the Assigned To field on a rotational basis. The assignment will occur in order each time the workflow runs, and when each person on the list has received an assigned task, the rotation will start back at the beginning.
The rotation history resets monthly, starting with the first user, regardless of whether it has reached all users in the cycle. After this reset, the workflow begins anew, starting with the first user in the rotation rather than continuing from the last point. If you often have just a few assignments each month, consider opting for a balanced assignment method instead. This approach considers the total workload for each user on the list, ensuring tasks are distributed more evenly.
Balanced Assignment: Assigns the task to the user with the lowest number of assigned tasks, balancing workload among all individuals in the Assigned To field.
Due Date Type and Due Date
When a workflow creates a task, you can set the due date in two ways:
Exact
Sets a specific due date and time for each task created by the workflow no matter when the workflow runs—for example, Sept 1, 2024, at noon.
Please note that workflows will create overdue tasks if this date is past.
Relative
Sets a date in the future relative to when the workflow creates the task. For example, you could put a task due five days after an inquiry submits an RFI form.
Ideal for ongoing activity-based follow-up tasks.
The Tasks Module is only available with the Element Ignite and Engage packages.