Using the Task Completed Workflow Trigger
What is the Task Completed Trigger?
The Task Completed workflow trigger is a powerful automation tool that initiates a sequence of actions the moment a task is marked as finished in your CRM. This allows you to automatically handle follow-ups, update records, or notify team members without any manual steps, ensuring processes move forward seamlessly.
Benefits of the Task Completed Trigger
Using this trigger offers several advantages for streamlining your operations:
- Automated Process Flow: Eliminate gaps in your workflow by automatically starting the next step immediately after a task is done.
- Improved Accountability: Keep teams informed by triggering notifications or updates based on task completion.
- Targeted Automation: Configure the trigger to run only for tasks completed by specific users, allowing for personalized automation paths.
- Data Integrity: Ensure your CRM reflects the latest status by using the trigger to update contact or opportunity records automatically.
How to Configure the Task Completed Trigger
Add the Trigger to a Workflow
To begin, create a new workflow or edit an existing one in your CRM's workflow builder. Click to add a new trigger and search for "Task Completed" in the list. Select it to set this as the starting point for your automation.
Filter by Assigned User (Optional)
You can refine the trigger so it only runs when a task is completed by a particular person. After adding the trigger, you will see an option to apply an Assigned User filter. Here you can set conditions such as:
- Is: The workflow runs only if the selected user completed the task.
- Is Not: The workflow runs for any user except the one selected.
- Is Empty: The workflow runs only if the completed task had no user assigned.
- Is Not Empty: The workflow runs for any task that had an assigned user.
When you use the Is or Is Not operator, a second dropdown will appear listing all users in your CRM, allowing you to make your selection. If you apply no filter, the workflow will trigger whenever any task is completed, regardless of assignment.
Define Subsequent Actions
Once the trigger is set, add the actions you want the workflow to perform. Common actions following a task completion include:
- Sending an email or SMS notification to a team member or the contact.
- Updating a field on the related contact or opportunity record.
- Moving an associated opportunity to a new stage in its pipeline.
- Starting another, separate workflow.
Common Questions
Can I use this trigger only for tasks a specific person completes?
Yes. Use the Assigned User filter and select the Is operator, then choose the desired user from the list.
What if a task isn't assigned to anyone?
You can handle this by applying the Assigned User filter with the Is Empty operator. The workflow will then only trigger for tasks with no assigned user.
Can this trigger send a notification by itself?
The trigger only starts the workflow. To send a notification, you must add a corresponding action (like "Send Email" or "Send SMS") within the workflow steps.
How can I update an opportunity after a task is done?
Add a workflow action such as "Update Opportunity" or "Move Opportunity to Stage" after the Task Completed trigger. The workflow will execute this action once the triggering task is finished.
How do I know if my workflow is running correctly?
You can monitor all workflow activity in the Execution Log within the workflow builder. This log shows each time the trigger was activated and whether the subsequent actions were processed.