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Feature Availability

 
 

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 Action

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

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 the Settings button. The Settings page opens.
4. Look for the Automation section.
5. Select Workflows.

 

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

  

Section 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.

Section 3: Select the Workflow Trigger

 

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

  

Section 4: Set up the Workflow Entry Criteria

 

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.

 

Section 5: Set up the Actions

 

12. Click the Add Action drop-down.
13. Select Create Task. This opens a window where you must specify the task details.

 

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. This closes the window opened in Step 14.
15. Click Save 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