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Feature Availability

Vtiger Editions: One Pilot | One Growth | One Professional | One Enterprise | One AI 

Introduction

The Create Task workflow action allows you to automatically generate records in the Tasks module whenever specific conditions are met.  This is useful in scenarios where tasks need to be created repeatedly. For example, if a project is created with Priority = High, you may want a task to be generated instantly instead of adding it manually each time.  To learn about workflows, click here.

In this article, you will learn about:

• Setting up the Create Tasks action

Key Terminology

Setting up the Create Tasks Workflow 

Now, consider the example stated above to learn how to create tasks using workflows.

Follow these steps to create a Tasks workflow

Step 1: Accessing the Workflow Page
Step 2: Entering the Basic Information
Step 3: Selecting the Workflow Trigger
Step4: Setting up the Workflow Entry Criteria 
Step 5: Setting up the Actions 

Section 1: Accessing the Workflow Page

1. Log in to the CRM.
2. Click the User Menu on the top right corner of the screen.
3. Click Settings. The Settings page opens.
4. Look for the Automation section.
5. Select Workflows. The Workflow page opens. 

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6. Click the +New Workflow button.
7. Select the Standard option. A New Standard Workflow page opens.

Step 2: Entering the Basic Information

8. Enter or select the following details:
   1. Workflow name: Enter the workflow name as Create Urgent Task.
   2. Target module: Select the Target Module as Projects.
   3. Status: Set the status to Active.
   4. Description: Enter a description that explains the purpose of the workflow.

Step 3: Selecting the Workflow Trigger

9. Enter or select the following details:
   1. Trigger Workflow On - Select Project updated (Includes Creation).
   2. Recurrence - Choose Every time conditions are met.

Step 4: Setting up the Workflow Entry Criteria

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10. Click the +Add Condition button from All Conditions (All conditions must be met).

11. Enter or select the following details to add the condition Priority is High:
    1. Select Priority from the first drop-down and is from the second.
    2. Click on the text area on the right.
    3. Select Raw text from the drop-down.
    4. Click on Select an option.
    5. Choose High
    6. Click Save.

Step 5: Setting up the Actions

12. Click the Add Action drop-down.
13. Select Create Task. An Add Action for Workflow window opens. ask details.

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14. Enter or select the following task details:
    1. Action Title: Enter the Task title.
    2. Subject: Enter the subject for the task action.
    3. Description: Enter a brief description of the task.
    4. Status: Select the task status.
    5. Priority: Select the priority of the task.
    6. Assigned to: Choose the user to whom you want to assign the task.
    7. Time: Select the time at which the task must start. Note: The start date and end date are the same.
    8. Due Date: Select the date on which the task must end. You must specify this with regard to one of the following fields:
       1. Created Time of the project.
       2. Modified Time of the project.
       3. Start Date of the project.
       4. Target End Date of the project.
       5. Actual End Date of the project.
       6. For example, 5 Calendar/Business Days after Created Time. To learn more about calendar vs. business days, click here.
    9. Send Notification: Enable this to notify the user in Assigned To when the task is assigned to them.
    10. Task Type: This specifies the type of the task. For example, a reminder task, training task, etc.
    11. Click Save to save the action. 
15. Click to save the workflow.

With this workflow, tasks are created automatically for high-priority projects.

Note: You can also add fields from the Tasks module by clicking the Add Record Field button

References

• Managing your Tasks
• Projects in Vtiger CRM
• Workflows in Vtiger CRM
• Creating Standard Workflows
• Set up a Workflow Action to Send Mails
• Set up a Workflow Action to Create an SMS Task
• Set up a Workflow Action to Invoke Custom Function
• Managing your Events

Set up a Workflow Action to Create Event Set up a Workflow Action to Create an SMS Task Workflows in Vtiger CRM Set up a Workflow Action to Create Records Workflow Action to Update Fields