Task-Level Automations
Task-level automations are triggered when specific conditions are met on a parent task. After selecting a condition, you’ll be prompted to choose related inputs—like a status or date—and then configure an action.
Before Creating Task Automations
Before you create task automations, make sure you're familiar with creating custom statuses, custom dates, and task templates. These give you more flexibility to tailor automations to your firm’s specific workflows.
Task-Level Automation Table of Contents
Record a Date on the Parent Task
Record a date on the parent task when the status is changed
Condition | Status | Action | Date Type |
When the task has a status of... | No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) | then record the date... | Due date Start date (Custom Date) |
Examples:
When the task has a status of Ready then record the Start Date.
When the task has a status of Needs Review then record the date Extension (custom date) as the date it was triggered.
Record a Date on a Subtask or Client Request when the status changes
Condition | Subtask or Client Request | Status | Action | Date Type |
When a specific subtask or client request has a status of... | (select any subtask or client request name) | Subtask status: No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) With client Completed | then record the date... | Due date Start date (Custom Date) |
Examples:
When Start Extension's (subtask name) status is Ready then record Start date as the date it was triggered.
When Gather Documents's (subtask name) status is Needs review then record Documents received (custom status) as the date it was triggered.
Record a Date when all Subtasks or Client Requests have a specific status
Condition | Status | Action | Date Type |
When all subtasks have a status of... | Subtask status: No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) | then record the date... | Due date Start date (Custom Date) |
When all client requests have a status of... | Client Request status: With client Completed | then record the date... | Due date Start date (Custom Date) |
Examples:
When all subtasks have a status of Completed then record Completed date (custom) as the date it was triggered.
When all client requests have a status of Needs Review the record Review Date (custom) as the date it was triggered.
Record a Date when all Subtasks and Client Requests have a specific status
Condition | Status | Action | Date Type |
When all subtasks and client requests have a status of... | Draft | then record the date... | Due date Start date (Custom Date) |
Example:
When all subtasks and client requests have a status of Needs review then record Start Review date (custom) as the date it was triggered.
Record a Date when the Parent Task reaches a Date
Condition | Date Type | Action | Date Type |
When the task reaches a date... | Due Date Start Date (Custom Date) | then record the date... | Due Date Start Date (Custom Date)
|
Example:
When the task reaches a Due date then record Extension date as the date it was triggered.
Record a Date when the Task is Approaching a Date or has Passed a Date
Condition | Number of Days | Date Type | Action | Action |
When the task is approaching a date.. | (Type in the number of days before the due date you to record a date) | Due date Start date (Custom date) | then record the date... | Due date Start date (Custom date) |
When the task is passed a date... | (Type in the number of days after the due date you want to record a date) | Due date Start date (Custom date) | then record the date... | Due date Start date (Custom date) |
Examples:
When the task is 2 days from Due date then record Internal Due date (custom date) as the date it was triggered.
When the task is 1 day past SLA Date (custom date) then record Extension (custom date) as the date it was triggered.
Record a Date when the Task is Created
Condition | Action | Date Type |
When the task is created... | then record the date... | Due date Start date (Custom date) |
Example:
When the task is created then record Start date as the date it was triggered.
Send an Automated Email
Send an Email when the Parent Task status is changed
Condition | Status | Action | Email Template | Team Member email |
When the task has a status of... | No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) | then send a client email... | (select an email template) | (enter the email of the team member who will receive replies from the client email) |
Example:
When the task has a status of In progress then send email to client with 1040 Status Update template.
Send an Email when a specific Subtask or Client Request has a status change
Condition | Subtask or Client Request | Status | Email Template | Team Member Email |
When a specific subtask or client request has a status of... | (select any subtask or client request name) | Subtask status: No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) With client Completed | (select an email template) | (enter the email of the team member who will receive replies from the client email) |
Example:
When Review Documents is With client then send email to client with Document Review Instructions template.
When Review Tax Return is Needs review then send email to client with 1040 Return Review template.
Send an email when all Subtasks or Client Requests have a specific status
Condition | Status | Action | Email Template | Team Member Email |
When all subtasks have status of... | Subtask status: No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) | then send a client email... | (select an email template) | (enter the email of the team member who will receive replies from the client email) |
When all client requests have status of... | Client Request status: With client Completed | then send a client email... | (select an email template) | (enter the email of the team member who will receive replies from the client email) |
Example:
When all subtasks have a status of Completed then send email to client with 1040 Return Complete template.
Send an email when all Subtasks and Client Requests have a specific status
Condition | Status | Action | Email Template | Team Member Email |
When all subtasks and client requests have a status of... | Only client request statuses apply: Draft With client Completed | then send a client email... | (select an email template) | (enter the email of the team member who will receive replies from the client email) |
Example:
When all subtasks and client requests have a status of Needs review then send email to client with Under Review template.
Send an email when the Parent Task reaches a date
Condition | Date Type | Action | Email Template | Team Member Email |
When the task reaches a date... | Due date Start date (Custom date) | then send a client email... | (select an email template) | (enter the email of the team member who will receive replies from the client email) |
Examples:
When the task reaches Tax Deadline then send email to client with Deadline Update template.
When the task reaches Start date then send email to client with Getting Started template.
Send an email when the Parent Task is approaching or has passed a date
Condition | Number of Days | Date Type | Action | Email Template | Team Member Email |
When the task is approaching a date... | (Type in the number of days before the date you want to send the email) | Due date Start date (Custom date) | then send a client email... | (select an email template) | (enter the email of the team member who will receive replies from the client email) |
When the task is past a date... | (Type in the number of days past the date you want to send the email) | Due date Start date (Custom date) | then send a client email... | (select an email template) | (enter the email of the team member who will receive replies from the client email) |
Examples:
When the task is 7 days from Extension Date then send email to client with Extension Deadline template.
When the task is 3 days past Due date then send email to client with Past Due Update template.
Send an email when the Parent Task is created
Condition | Action | Email Template | Team Member Email |
When the task is created... | then send a client email... | (select an email template) | (enter the email of the team member who will receive replies from the client email) |
Example:
When the task is created then send email to client with Getting Started template.
Set Assignee(s) on the Parent Task
Set assignee(s) on the Parent Task when the Task status is changed
Condition | Status | Action | Assignee(s) |
When the task has a status of... | Subtask status: No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) | then set assignee(s) | select assignee(s) |
Example:
When the task has a status of Ready then set assignee(s) to Jane Smith.
When the task has a status of In progress then set assignee(s) to Jane Smith, Tom Jones.
Set assignee(s) on the Parent Task when a specific Subtask or Client request has a status change
Condition | Subtask or Client Request | Status | Action | Assignee(s) |
When a specific subtask or client request has a status of... | (select any subtask or client request name) | Subtask status: No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) With client Completed | then set assignee(s) | select assignee(s) |
Example:
When Review Documents status is Completed then set assignee(s) to Max Weber.
Set assignee(s) on the Parent Task when all Subtasks have a specific status
Condition | Status | Action | Assignee(s) |
When all subtasks have status of... | Subtask status: No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) | then set assignee(s) | select assignee(s) |
Example:
When all subtasks have a status of Needs review then set assignee(s) to Alex Martin.
Set assignees(s) on the Parent Task when the Task is approaching a date or has passed a date
Condition | Number of Days | Date Type | Action | Assignee(s) |
When the task is approaching a date... | Type in the number of days before the date you want to set the assignee(s) | Due date Start date (Custom date) | then set assignee(s)... | select assignee(s) |
When the task is past a date... | Type in the number of days after the date you want to set the assignee(s) | Due date Start date (Custom date) | then set assignee(s)... | select assignee(s) |
Example:
When the task is 3 days from Review deadline then set assignee(s) to Sarah Johnson, Savanna Henry.
When the task is 1 days past Extension Date then set assignee(s) to Chris Anderson.
Set assignees(s) on the Parent Task when the Task has reached a date
Condition | Date Type | Action | Assignee(s) |
When the task reaches a date... | Due date Start date (custom date) | then set assignee(s) | select assignee(s) |
Example:
When the task reaches Start date then set assignee(s) to Ted Franklin.
Set assignee(s) when the Parent Task is created
Condition | Action | Assignee(s) |
When the task is created... | then set assignee(s) | select assignee(s) |
Example:
When the task is created then set assignee(s) to Juanita Vargas, Kelly Ann, Josh Laplante.
Send a Notification to a Team Member
Send a Team Member notification when the Parent Task status is changed
Condition | Status | Action | Recipient Type | Team Member |
When the task has a status of... | Subtask status: No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) | then send team member notification... | to all team members assigned to the task
to all team members assigned to the client
To a certain team member(s) | select team members if applicable |
Examples:
When the task has a status of Ready then send notification to all team members assigned to the task.
When the task has a status of In progress then send notification to all team members assigned to the client.
When the task has a status of Completed then send notification to Hugo Cruz, Ella Charles.
Send a Team Member notification when all Subtasks have a specific status
Condition | Status | Action | Recipient Type | Team Member |
When all subtasks have a status of... | Subtask status: No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) | then send team member notification... | to all team members assigned to the task
to all team members assigned to the client
To a certain team member(s) | select team members if applicable |
Example:
When all subtasks have a status of Completed then send notification to all team members assigned to the task.
Send a Team Member notification when the Parent Task is approaching a date or has passed a date
Condition | Number of Days | Date Type | Action | Recipient |
When the task is approaching a date... | Type in the number of days before the date you want to send the Team Member notification | Due date Start date (Custom date) | then send team member notification... | to all team members assigned to a task
to all team members assigned to the client
to a certain Team Member (select Team Member name from additional drop down) |
When the task is past a date... | Type in the number of days after the date you want to send the Team Member notification | Due date Start date (Custom date) | then send team member notification... | to all team members assigned to the task
to all team members assigned to the client
to a certain Team Member (select Team Member name from additional drop down) |
Examples:
When the task is 1 day from Start date then send notification to all team members assigned to the task.
When the task is 2 days past Extension date then send notification to Andrea Smith, Angela Charles.
Send a Team Member notification when the Parent Task reaches a date
Condition | Date Type | Action | Recipient |
When the task reaches a due date... | Due date Start date (custom date) | then send team member notification... | to all team members assigned to the task
to all team members assigned to the client
to a certain Team Member (select Team Member name from additional drop down) |
Example:
When the task reaches Tax Due Date then send notification to Anna Mallicka.
Send a Team Member notification when the Parent Task is created
Condition | Action | Recipient |
When the task is created... | then send team member notification... | to all team members assigned to the task
to all team members assigned to the client
to a certain Team Member (select Team Member name from additional drop down) |
Example:
When the task is created then send notification to all team members assigned to the client.
Automatically Create a New Task
Create a task when the Parent Task has a status change
Condition | Status | Action | Task Template |
When the task has a status of... | No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) | then create a task... | (select task template from dropdown menu) |
Example:
When the task has a status of Extension date then create a new task with 1040 Extension Template.
Create a task when a specific Subtask or Client Request has a status change
Condition | Subtask or Client Request | Status | Action | Task Template |
When a specific subtask or client request has a status of... | (select the subtask name or client request name) | Subtask status: No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) With client Completed | then create a task... | (select task template from dropdown menu) |
Example:
When Prepare Return's status is In progress then create a new task with 1040 Prep Template.
Create a task when all Subtasks have a specific status
Condition | Status | Action | Task Template |
When all subtasks have a status of... | No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) | then create a task... | (select a task template) |
Example:
When all subtasks have a status of Completed then create a new task with Year End Template.
Create a task when the Parent Task is approaching a date or has passed a date
Condition | Number of days | Date type | Action | Task Template |
When the task is approaching a date... | Type in the number of days before the date you want to create a new task | Due date Start date (Custom date) | then create a task... | (select task template from dropdown menu) |
When the task is past a date... | Type in the number of days after the date you want to create a new task | Due date Start date (Custom date) | then create a task... | (select task template from dropdown menu) |
Examples:
When the task is 2 days from Training Date then create a new task with Staff Training template.
When the task is 1 day past Internal Due Date then create a new task with Review Work template.
Create a task when the Parent Task reaches a date
Condition | Date type | Action | Task Template |
When the task reaches a date... | Due date Start date (Custom date) | then create a task... | (select task template from dropdown menu) |
Example:
When the task reaches Extension date then create a new task with 1040 Extension template.