topic Re: Task automation on workflow in Tips, Tricks & Best Practices

Trigger workflow task automation after changing the status on contact record

FGuluzade — Tue, 25 Feb 2025 20:14:24 GMT

Hi all,

currently I create workflow and basically workflow follows these steps: enrolment-> task -> delay - branch.

my workflow works and on a contact level I receive following tasks if I change property status on "property editor". However this workflow mainly for sales team and they are not so familiar with HS.
i would like to know that is there any way to get tasks but without leaving "contact" and changing status only on "contact" level?

Re: Task automation on workflow

karstenkoehler — Fri, 25 Oct 2024 04:04:31 GMT

Hi @FGuluzade,

Sure, contact-based workflows can be triggered by many actions on the contact object. This could be the change of a value in a property in the left sidebar, the logging of a note or a call or a meeting etc.

The easiest option is likely the changing of a property value in the left sidebar or on the contact index page.

You can trigger a workflow based on that value change by enrolling contacts based on 'Set up triggers' > 'When filter criteria is met' > 'Contact properties'. Under contact properties, you'll find all contact fields and can then specify which value change should trigger the workflow and thus the task creation.

If you're unsure, share a screenshot of what you'd like the sales persons to change and I can further assist in what exactly the enrollment criteria of the workflow should be.

If I misunderstood your query, could you please give a detailed example and also share a screenshot?

Best regards!

Re: Task automation on workflow

FGuluzade — Fri, 25 Oct 2024 10:02:18 GMT

Hi Karsten,

Basically my workflow looks like this:

And based on this workflow I receive tasks. Is it possible to get next tasks without changing property status? Just via clicking "completed" on contact side.

Re: Task automation on workflow

karstenkoehler — Fri, 25 Oct 2024 10:12:29 GMT

@FGuluzade I'm not sure I'm following entirely. It looks like you're currently updating the field in the left sidebar to completed - what should change from the current way you're doing this?

Could you give an example of how you are currently doing this, step by step, and what should he changed exactly?

Updating completed in the left sidebar is changing the property status.

Re: Task automation on workflow

SanjayKumar — Fri, 25 Oct 2024 10:54:58 GMT

Hi @FGuluzade
There can be two possible ways:

1. You need to create multiple call meeting status property and every time when they want to complete a task they have to mark that property as completed. For this, we can create one workflow with conditions and branches and turn on the re-enrolment.

2. The second approach is that we can create a contact-based workflow in which we can select task title and task status as criteria and once if 1st task is completed only the second task will get created through automation. In this, you have to create a separate workflow for each task.

If my reply helped to answer your question please mark it as a solution to make it

easier for others to find!

Re: Task automation on workflow

FGuluzade — Fri, 25 Oct 2024 11:57:07 GMT

I’m wondering if there’s a way to avoid checking/updating the properties on the left side, which I’ve marked with an ‘X’. Can the workflow still be triggered by only updating tasks at the contact level (highlighted with a circle)?

Re: Task automation on workflow

karstenkoehler — Fri, 25 Oct 2024 12:00:03 GMT

@FGuluzade yes, easily. You would however need one workflow per task:

Now, when someone marks a task as completed, the workflow would trigger and create the next task.

Re: Task automation on workflow

SanjayKumar — Fri, 25 Oct 2024 12:42:14 GMT

@FGuluzade Certainly, this can be accomplished. You will simply need to adjust the trigger filter for Call meeting 1 status to task status is completed, while keeping the title name filter unchanged.
Please refer to screenshot below:

Re: Task automation on workflow

karstenkoehler — Fri, 25 Oct 2024 12:47:24 GMT

@SanjayKumar I have to disagree here, your workflow would enroll contacts where any task is completed and where there is a task with the name "2ND TASK", regardless of whether it's completed or not. See my previous reply here: https://community.hubspot.com/t5/Tips-Tricks-Best-Practices/Task-automation-on-workflow/m-p/1060448/highlight/true#M10576

Re: Task automation on workflow

FGuluzade — Fri, 25 Oct 2024 13:02:47 GMT

Thank you so much! It helped me a lot!

Re: Task automation on workflow

JohnWells — Wed, 06 Nov 2024 20:06:30 GMT

@karstenkoehler do you know if there is a way to update task properties?

For example I am trying to update task Assigned To property.

Issue is that the tasks are being created and sometimes there is no default assigne and the tasks go unseen.

Question 2:

Also, not sure why when user sets the task as completed, the assigned to is not automatically set to the user that completed the task.

Any help on this would be appreciated, thanks!

Re: Task automation on workflow

BMariano4 — Wed, 13 Nov 2024 23:39:27 GMT

You truly make our life easier!