What Automation Recipes Can I Use in Tasks?
Automation recipes help you streamline task workflows using practical if-then logic.
your firm’s real workflows. Use them as starting points—and adjust to match your processes.
Tip: The video above includes timestamps so you can jump directly to a specific automation recipe.
Table of Contents
Record the Date of an Event
Automatically record a date when a task reaches a specific status (for example, an E-file completion date).
Requirements
A Due Date or Custom Date field
A task status such as Completed
Set Up the Automation
Open the task and click Add Automation.
Select Condition: When the task has a status of.
Choose the status (for example, Completed).
Select Action: Then record the date.
Choose the date field (for example, E-file Completion).
Click Add Automation.
Now, when the task reaches the selected status, Canopy automatically records the date the automation was triggered.
Best Practice: Use this for compliance tracking, e-filing dates, or milestone documentation.
Send a Team Notification Before a Due Date
Automatically notify assigned team members as a deadline approaches.
Requirements
A Due Date
Team members assigned to the task
Set Up the Automation
Click Add Automation.
Select Condition: When the task is approaching a date.
Enter the number of days (for example, 7).
Select Due Date as the date type.
Select Action: Then send team member notification.
Choose To all team members assigned to the task.
Click Add Automation.
Assigned team members will receive a notification 7 days before the task is due.
Best Practice: Use this to prevent last-minute scrambling during peak tax season.
Send an Automatic Client Confirmation Email
Automatically confirm receipt of client documents when a client request is returned.
Requirements
A Client Request
A saved Email Template
Set Up the Automation
Click Add Automation.
Select Condition: When a specific subtask or client request has a status of.
Choose the relevant Client Request.
Select the status (commonly Needs Review).
Select Action: Then send a client email.
Choose your email template.
Enter the reply-to email address.
(Optional) Click Preview Email.
Click Add Automation.
Now, when the client request moves to Needs Review, an automatic confirmation email is sent.
Best Practice: This improves client experience without adding manual follow-up work.
Update Parent Task Status Automatically
Automatically update the main (parent) task as subtasks are completed.
Requirements
Multiple Subtasks or Client Requests
Custom statuses (recommended)
Set Up the Automation
Open the Parent Task.
Click Add Automation.
Select Condition: When a specific subtask or client request has a status of.
Choose the first subtask in your sequence.
Select the status (for example, Completed).
Select Action: Then set the task status.
Choose the new parent task status (for example, Gather Info).
Click Add Automation.
Repeat the process for additional subtasks as needed. Now, when subtasks are updated, the parent task status updates automatically.
Best Practice: This keeps dashboards accurate without relying on manual status updates.
Manage a Handoff Between Subtasks and Team Members
Automate the transition between client requests and internal team work.
Requirements
At least one Client Request
At least one Subtask
Step 1: Automatically Send a Client Request
Create a Client Request and save it as a draft.
Drag the Client Request to the top of the subtask list.
Click the three dots next to the Client Request and select Edit.
Click Add Automation.
Select Condition: When the task has a status of.
Choose In Progress.
Select Action: Then send the client request.
Click Add Automation.
Now, when the parent task moves to In Progress, the client request is automatically sent.
Step 2: Automatically Assign the Next Subtask
Open the subtask directly below the client request.
Click Add Automation.
Select Condition: When the previous subtask or client request has a status of.
Choose Needs Review.
Select Action: Then set assignee(s).
Select the appropriate team member(s).
Click Add Automation.
Now, when the client completes the request and it moves to Needs Review, the next subtask is automatically assigned.
Best Practice: Use this to manage preparer-reviewer handoffs without manual reassignment.
Summary
Automation recipes can help you:
Record important milestone dates
Notify team members before deadlines
Send automatic client confirmations
Keep parent task statuses accurate
Streamline handoffs between clients and team members
Start with one workflow, test it, and refine it. Small automation improvements can significantly reduce manual tracking across your firm.
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