Subtask-Level Automations
Task-level automations are triggered when specific conditions are met on a subtask. After selecting a condition, you’ll be prompted to choose related inputs—like a status or date—and then configure an action.
Before Creating Subtask Automations
Before you create subtask 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.
Subtask-Level Automation Table of Contents
Send an Automated Email from the Subtask
Set Assignee(s) on the Subtask
Record a Date on the Subtask
Record a date on the Subtask when the Parent Task 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) |
Example:
When the task has a status of In progress then record Start date as the date it was triggered.
Record a date on the Subtask when the Subtask status is changed
Condition | Status | Action | Date Type |
When the subtask 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) |
Example:
When the subtask has a status of Ready then record Start date as the date it was triggered.
Record a date when a specific Subtask or Client Request status is changed
Condition | Subtask or Client Request name | Action | Date Type |
When a specific subtask or client request has a status of... | (select any subtask or client request from the drop down) | Subtask status: No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) With client Completed | Due date Start date (Custom Date) |
Example:
When Reconcile Bank Account's status is On hold then record Due date as the date it was triggered.
Record a date when the previous Subtask or Client Request status is changed
*This automation only works on subtasks that have another subtask prior to it. This automation will not appear on the subtask directly following the parent task.
Condition | Status | Action | Date Type |
When the previous subtask or client request has a status of... | 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) |
Example:
When the previous subtask or client request has a status of Ready then record Start date as the date it was triggered.
Record a date when all previous Subtasks have a specific status
Condition | Status | Action | Date Type |
When all previous subtasks have 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) |
Example:
When all previous subtasks have a status of Ready then record Start date as the date it was triggered.
Record a date on the Subtask when the Parent Task is approaching or past a date
Condition | Number of days | Date Type (parent task) | Action | Date Type (subtask) |
When the task is approaching a date... | (type in number of days before the date you want the action to trigger) | Due date Start date (Custom Date) | then record the date... | Due date Start date (Custom Date) |
When the task is past a date... | (type in number of days after the date you want the action to trigger) | Due date Start date (Custom Date) | then record the date... | Due date Start date (Custom Date) |
Example:
When the task is 1 day away from Extension Date then record Start date as the date it was triggered.
When the task is 3 days past Due date then record Extension date as the date it was triggered.
Record a date on the Subtask when the Parent Task reaches a date
Condition | Date Type (parent task) | Action | Date Type (subtask) |
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 Project Start date then record Subtask Start date as the date it was triggered.
Record a date on the Subtask when the Subtask approaches or is past a date
Condition | Number of days | Date Type | Action | Date Type |
When the subtask is approaching a date... | (type in number of days before the date you want the action to trigger) | Due date Start date (Custom Date) | then record the date... | Due date Start date (Custom Date) |
When the subtask is past a date... | (type in number of days after the date you want the action to trigger) | Due date Start date (Custom Date) | then record the date... | Due date Start date (Custom Date) |
Example:
When the subtask is 7 days from Tax Deadline then Record Start date as the date it was triggered.
When the subtask is 3 days past Due date then record Extension date as the date it was triggered.
Record a date on the Subtask when Subtask reaches a date
Condition | Date Type | Action | Date Type |
When the subtask reaches a date... | Due date Start date (Custom Date) | then record the date... | Due date Start date (Custom Date) |
Example:
When the subtask reaches Due date then record Extension date as the date it was triggered.
Record a date on the Subtask when the task workflow 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 from the Subtask
* Create email templates before using client email automations
Send an email from the Subtask 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 from the drop down) | (Type in the email of the team member who will receive email replies from the client) |
Example:
When the task has a status of In progress then send email to client with Getting Started template.
Send an email from the Subtask when the Subtask status is changed
Condition | Status | Action | Email Template | Team Member Email |
When the subtask 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 from the drop down) | (Type in the email of the team member who will receive email replies from the client) |
Example:
When the subtask has a status of In Review then send email to client with Reviewing Documents template.
Send an email from the Subtask when the previous Subtask or Client Request status is changed
Condition | Status | Action | Email Template | Team Member Email |
When the previous subtask or client request has a status of... | Subtask status: No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) With client Completed | then send a client email... | (Select an email template from the drop down) | (Type in the email of the team member who will receive email replies from the client) |
Example:
When the previous subtask or client request has a status of Completed then send email to client with 1040 Return Status Update template.
Send an email from the Subtask when all previous Subtasks have a specific status
Condition | Status | Action | Email Template | Team Member Email |
When all previous subtasks have 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 from the drop down) | (Type in the email of the team member who will receive email replies from the client) |
Example:
When all previous subtasks have status of Needs review then send email to client with Review Status template.
Send an email from the Subtask when the Parent Task is approaching or past a date
Condition | Number of days | Date Type | Action | Email Template | Team Member Email |
When the task is approaching a date... | (type in number of days before the date you want the action to trigger) | Due date Start date (Custom Date) | then send a client email... | (Select an email template from the drop down) | (Type in the email of the team member who will receive email replies from the client) |
When the task is past a date... | (type in number of days after the date you want the action to trigger) | Due date Start date (Custom Date) | then send a client email... | (Select an email template from the drop down) | (Type in the email of the team member who will receive email replies from the client) |
Examples:
When the task is 3 days before Start date then send email to client with Getting Started template.
When the task is 1 day past Due date then send email to client with Overdue task template.
Send an email from the Subtask 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 from the drop down) | (Type in the email of the team member who will receive email replies from the client) |
Example:
When the task reaches Extension date then send email tot client with Extended 1040 Return template.
Send an email from the Subtask when the when the Subtask is approaching or past a date
Condition | Number of days | Date Type | Action | Email Template | Team Member Email |
When the subtask is approaching a date... | (type in number of days before the date you want the action to trigger) | Due date Start date (Custom Date) | then send a client email... | (Select an email template from the drop down) | (Type in the email of the team member who will receive email replies from the client) |
When the subtask is past a date... | (type in number of days after the date you want the action to trigger) | Due date Start date (Custom Date) | then send a client email... | (Select an email template from the drop down) | (Type in the email of the team member who will receive email replies from the client) |
Send an email from the Subtask when the Subtask reaches a date
Condition | Date Type | Action | Email Template | Team Member Email |
When the subtask reaches a date... | Due date Start date (Custom Date) | then send a client email... | (Select an email template from the drop down) | (Type in the email of the team member who will receive email replies from the client) |
Example:
When the subtask reaches Start date then send email to client with Review Started template.
Send an email from the Subtask when the task workflow is created
Condition | Action | Email Template | Team Member Email |
When the task is created... | then send a client email... | (Select an email template from the drop down) | (Type in the email of the team member who will receive email replies from the client) |
Example:
When the task is created then send email to client with Getting Started template.
Set Assignee(s) on a Subtask
*Make sure your team members are assigned to the correct clients before assigning them to tasks or subtasks.
Set Assignee(s) on the Subtask when the Parent Task status is changed
Condition | Status | Action | Assignee(s) |
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 set assignee(s)... | (Select 1 or more assignees from the dropdown) |
Example:
When the task has a status of Ready then set assignee(s) to Bryce Walton, Chad Thompson.
Set Assignee(s) on the Subtask when the Subtask status is changed
Condition | Status | Action | Assignee(s) |
When the the subtask has a status of... | No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) | then set assignee(s)... | (Select 1 or more assignees from the dropdown) |
Example:
When the subtask has a status of In progress then set assignee(s) to Chloe Gains.
Set Assignee(s) on the Subtask when a specific Subtask or Client Request status is changed
Condition | Subtask or Client Request name | Status | Action | Assignee(s) |
When a specific subtask or client request has a status of... | (Select a subtask or client request from the dropdown menu) | 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 1 or more assignees from the dropdown) |
Example:
When Reconcile Bank Accounts's status is Ready then set assignee(s) to Brian Wilco, Chase Benson.
Set Assignee(s) on the Subtask when the previous Subtask or Client Request status is changed
Condition | Status | Action | Assignee(s) |
When the previous subtask or client request has a status of... | 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 1 or more assignees from the dropdown) |
Example:
When the previous subtask or client request has a status of Needs review then set assignee(s) to Brian Leeds.
Set Assignee(s) on the Subtask when all previous Subtasks or Client requests have a specific status
Condition | Status | Action | Assignee(s) |
When all previous subtasks have status of.. | No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) | then set assignee(s)... | (Select 1 or more assignees from the dropdown) |
Example:
When all previous subtasks have status of Completed then set assignee(s) to Nikki Rogers, Zalia Smith.
Set Assignee(s) on the Subtask when the Parent task is approaching or past a date
Condition | Number of days | Date Type | Action | Assignee(s) |
When the task is approaching a date... | (type in number of days before the date you want the action to trigger) | Due date Start date (Custom Date) | then set assignee(s)... | (Select 1 or more assignees from the dropdown) |
When the task is past a date... | (type in number of days after the date you want the action to trigger) | Due date Start date (Custom Date) | then set assignee(s)... | (Select 1 or more assignees from the dropdown) |
Examples:
When the task is 2 days from Start date then set assignee(s) to Maria Pavlova.
When the task is 1 day past Start date then set assignee(s) to Benny James.
Set Assignee(s) on the Subtask when the Parent task reaches 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 1 or more assignees from the dropdown) |
Example:
When the task reaches Extension date then set assignee(s) to Matt Gonzola.
Set Assignee(s) on the Subtask when the Subtask is approaching or past a date
Condition | Number of days | Date Type | Action | Assignee(s) |
When the subtask is approaching a date... | (type in number of days before the date you want the action to trigger) | Due date Start date (Custom Date) | then set assignee(s)... | (Select 1 or more assignees from the dropdown) |
When the subtask is past a date... | (type in number of days after the date you want the action to trigger) | Due date Start date (Custom Date) | then set assignee(s)... | (Select 1 or more assignees from the dropdown) |
Examples:
When the subtask is 3 days from Extension date then set assignee(s) to Bryce Wyss.
When the subtask is 1 day past Extension date then set assignee(s) to Brian Kenzie.
Set Assignee(s) on the Subtask when the Subtask reaches a date
Condition | Date Type | Action | Assignee(s) |
When the subtask reaches a date... | Due date Start date (Custom Date) | then set assignee(s)... | (Select 1 or more assignees from the dropdown) |
Example:
When the subtask reaches Start date then set assignee(s) to Ginny Wilson.
Set Assignee(s) on the Subtask when the task workflow is created
Condition | Action | Assignee(s) |
When the task is created... | then set assignee(s)... | (Select 1 or more assignees from the dropdown) |
Example:
When the task is created then set assignee(s) to Chse Thornley.
Send a Notification to a Team Member from the Subtask
Send a Team Member notification from the Subtask when the Parent Task status is changed
Condition | Status | Action | Recipient(s) |
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 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 member(s) from additional drop down)
to all team members assigned to the task... |
Example:
When the task has a status of Ready then send notification to all team members assigned to the task.
Send a Team Member notification when the from the Subtask when the Subtask status is changed
Condition | Status | Action | Recipient(s) |
When the subtask has a status of... | 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 member(s) from additional drop down)
to all team members assigned to the task... |
Example:
When the subtask has a status of In progress then send notification to all team members assigned to the client.
Send a Team Member notification when the previous Subtask or Client Request status is changed
Condition | Status | Action | Recipient(s) |
When a previous subtask or client request has a status of... | Subtask status: No status Not Started Ready In progress On hold Draft Needs Review With Client Completed (Custom status) With client Completed | 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 member(s) from additional drop down)
to all team members assigned to the task... |
Example:
When the previous subtask or client request has a status of In progress then send notification to all team members assigned to the subtask.
Send a Team Member notification when all previous Subtasks or Client Requests have a specific status
Condition | Status | Action | Recipient(s) |
When all previous 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 member(s) from additional drop down)
to all team members assigned to the task... |
Example:
When all previous subtasks have status of Completed then send notification to Christyn Smith.
Send a Team Member notification from the Subtask when the Parent task is approaching or past a date
Condition | Number of days | Date Type | Action | Recipient(s) |
When the task is approaching a date... | (type in number of days before the date you want the action to trigger) | 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(s)... (select team member(s) from additional drop down)
to all team members assigned to the task... |
When the task is past a date... | (type in number of days after the date you want the action to trigger) | 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(s)... (select team member(s) from additional drop down)
to all team members assigned to the task... |
Example:
When the task is 3 days from Due date then send notification to all team members assigned to the task.
When the task is 1 days past Due date then send notification to all team members assigned to the task.
Send a Team Member notification from the Subtask when the Parent task reaches a date
Condition | Status | Action | Recipient(s) |
When the task reaches a date... | 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 member(s) from additional drop down)
to all team members assigned to the task... |
Example:
When the task reaches Extended then send notification to Tyson Cartier.
Send a Team Member notification from the Subtask when the Subtask is approaching or past a date
Condition | Number of days | Status | Action | Recipient(s) |
When the subtask is approaching a date... | (type in number of days before the date you want the action to trigger) | 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 member(s) from additional drop down)
to all team members assigned to the task... |
When the subtask is past a date... | (type in number of days after the date you want the action to trigger) | 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 member(s) from additional drop down)
to all team members assigned to the task... |
Example:
When the subtask is 1 day from Start date then send notification to all team members assigned to the subtask.
Send a Team Member notification from the Subtask when the Subtask reaches a date
Condition | Date Type | Action | Recipient(s) |
When the subtask reaches a 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(s)... (select team member(s) from additional drop down)
to all team members assigned to the task... |
Example:
When the subtask reaches Start date then send notification to all team members assigned to the client.
Send a Team Member notification from the Subtask when the task workflow is created
Condition | Action | Recipient(s) |
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(s)... (select team member(s) from additional drop down)
to all team members assigned to the task... |
Example:
When the task is created then send notification to all team members assigned to the client.