Task Completed trigger

Managing tasks efficiently is essential for smooth business operations. The Task Completed Workflow Trigger in Stack automates follow-ups and next steps as soon as a task is marked as completed. This guide will help you understand its functionality, benefits, and how to set it up.

What is the Task Completed Workflow Trigger?

The Task Completed Workflow Trigger is designed to automatically execute actions in a workflow whenever a task is marked as completed in the CRM. This ensures seamless automation of follow-ups, notifications, and process advancements, reducing manual effort and enhancing team productivity.

Key Benefits

• Automated Task Follow-Ups: Ensures the next steps happen automatically after a task is completed.
• Enhanced Team Collaboration: Notifies assigned team members or other stakeholders about completed tasks.
• Process Efficiency: Moves tasks forward in workflows without requiring manual intervention.
• User-Specific Automation: Allows workflows to trigger based on the Assigned User filter.
• Accurate Task Tracking: Keeps CRM data up to date with completed tasks.

Configuring the Task Completed Workflow Trigger

Accessing the Workflow Builder

1. Navigate to the Automation section in your Stack dashboard.
2. To set up a new workflow, click + Create Workflow and then select + Start from Scratch. Alternatively, modify an existing workflow to include the Task Completed trigger.

Adding the Task Completed Trigger

1. Click on + Add New Trigger.
2. Search for Task Completed in the available trigger list.
3. Select it to ensure the workflow initiates automatically whenever a task is marked as completed.

Applying the Assigned User Filter

To refine automation and ensure tasks are completed by specific team members, you can apply the Assigned User filter:

• Is: Triggers the workflow only when the selected user completes the task.
• Is Empty: Triggers the workflow if the task has no assigned user.
• Is Not: Triggers the workflow for all users except the selected one.
• Is Not Empty: Triggers the workflow when a task has an assigned user.

After choosing an operator, the next dropdown will display all available CRM users, allowing you to select specific team members. If no filter is applied, the workflow will trigger whenever any user completes a task, offering flexibility based on your business needs.

Define Workflow Actions

After setting up the trigger, add workflow actions to automate the next steps. Examples include:

• Send Notification: Notify team members when a task is completed.
• Update CRM Record: Modify contact or opportunity details after task completion.
• Move Opportunity to the Next Stage: If the task is linked to a sales opportunity, advance it to the next stage.
• Trigger Another Workflow: Activate another workflow based on task completion.

For detailed guidance on using a specific workflow action, refer to the respective article in our Knowledge Base library.

Frequently Asked Questions

Q: Can I trigger workflows only for tasks completed by specific users?
Yes, use the Assigned User filter and select a team member using the “Is” operator.

Q: What happens if a task has no assigned user?
You can use the “Is Empty” filter operator to trigger workflows only for unassigned tasks.

Q: Can this trigger send automated notifications?
The trigger itself does not send notifications, but you can add a Send Notification action to alert team members.

Q: Can this workflow update an opportunity after task completion?
Yes, you can set an action to update the opportunity pipeline or status once a task is marked as completed.

Q: How do I check if the workflow is working properly?
You can track execution in the Workflow Execution Log to see if the trigger fires correctly when a task is completed.

Overview

The Task Completed workflow trigger in Stack allows you to automate actions based on the completion of tasks. By setting this trigger, you can kickstart workflows whenever a task assigned to a user is marked as completed. This creates an efficient way to manage task-related workflows and subsequent actions.

Trigger Name

Task Completed

Trigger Description

This trigger activates when a task assigned to a user is completed. It’s particularly useful for automatically advancing a workflow based on task completion. Whether you need to notify your team, follow up with a contact, or update a system status, this trigger can help. You can also filter this trigger to activate only for specific users or custom fields associated with tasks.

Trigger Details

Field Name	Description	Mandatory
Assigned User	The user to whom the task was assigned. Specify a particular user or leave it blank to apply to any user completing a task.	No
Business Niche	A custom field used to filter task completions based on the business niche associated with the contact or task.	No
Description	A custom field that can be used to filter task completions based on specific content in the task description.	No

How to Configure

1. Choose a Workflow Trigger:

   • From the list of available triggers, select Task Completed.

2. Set the Workflow Trigger Name:

   • Enter a descriptive name, such as “Task Completed Follow-up.”

3. Apply Filters (Optional):

   • Add filters to limit when the trigger fires. For instance, specify that only tasks completed by a specific user should activate the trigger or tasks that contain specific values in custom fields.

4. Save the Trigger:

   • After configuring the trigger and filters, save your settings.

Example

Imagine you want to set up a workflow where a follow-up email is automatically sent to a contact after a sales task is marked as complete by a specific user.

• Trigger Name: Sales Task Completed
• Assigned User: John Doe
• Filter: Business Niche = Real Estate

Once John Doe completes a task assigned to a contact in the Real Estate niche, this trigger will activate and automatically move the workflow to the next step, such as sending an email to the contact or updating the CRM status.