topic Re: Open tasks in closed deals in Tips, Tricks & Best Practices

Open tasks in closed deals

MTraczyk — Wed, 01 Oct 2025 08:59:06 GMT

Hi, to help my teams keep their task lists clean, I would like to close all open tasks in closed deals, any advice on how to do that?

Most easy way would be to filter out, in a task view, tasks "Not complied" while Closed Lost and Closed Won stage is true, but I do not see that possible here.. any work around? 🙂 And what is task pipeline?

Regards,

Milena

Re: Open tasks in closed deals

karstenkoehler — Wed, 01 Oct 2025 09:02:44 GMT

Hi @MTraczyk,

This is easiest achieved with a task workflow.

Create workflow
Skip trigger and choose eligible records (left sidebar)
Task → Save and continue
Enrollment
1. When filter criteria is met
2. Change 'Filtering on' dropdown to 'Deal' and specify 'Is closed lost is equal to true OR Is closed won is equal to true'
Use 'Edit record' to close task

Best regards

Re: Open tasks in closed deals

MTraczyk — Thu, 02 Oct 2025 07:39:51 GMT

Hi, this looks realy great, I just can not find all the steps..

after i pick up the triger:

I do not see "assosieted to" value in criteria:

Is my first step wrong?

Re: Open tasks in closed deals

karstenkoehler — Thu, 02 Oct 2025 07:43:40 GMT

@MTraczyk you took a different path but that also works. Once you add your filter, change the "Filtering on" dropdown (see your last screenshot) from task to deal.

Re: Open tasks in closed deals

MTraczyk — Thu, 02 Oct 2025 07:51:38 GMT

thank you, ands that should work only for open tasks in closed deals ? 🙂

Re: Open tasks in closed deals

karstenkoehler — Thu, 02 Oct 2025 07:54:29 GMT

@MTraczyk you changed the left dropdown from task to deal, not the right "Filtering on" dropdown – in this case, it doesn't make a big difference but your workflow will run through already closed tasks unnecessarily.

The outcome is the same, yes. All tasks on closed deals will be closed.

Re: Open tasks in closed deals

MTraczyk — Thu, 02 Oct 2025 07:57:06 GMT

ok, could you show me in more detail how you have build your triger?

Re: Open tasks in closed deals

karstenkoehler — Thu, 02 Oct 2025 07:58:54 GMT

@MTraczyk before I do prepare screenshots, could you try and follow these steps one last time? Everything below is name exactly as it appears in the UI.

Create workflow
Skip trigger and choose eligible records (left sidebar)
Task → Save and continue
Enrollment
1. When filter criteria is met
2. Change 'Filtering on' dropdown to 'Deal' and specify 'Is closed lost is equal to true OR Is closed won is equal to true'

Re: Open tasks in closed deals

MTraczyk — Thu, 02 Oct 2025 08:04:23 GMT

I have found the SKIPPED THE TRIGGER option, chose task, and save, but what to do here? 🙂

Re: Open tasks in closed deals

karstenkoehler — Thu, 02 Oct 2025 08:06:44 GMT

@MTraczyk click into the enrollment criteria box, then select "When filter criteria is met", add filter, change "Filtering on" dropdown to deals 🙂

Re: Open tasks in closed deals

MTraczyk — Thu, 02 Oct 2025 08:12:58 GMT

I still strugle with the logic in enrloment triggers, but I made it, thank you! ..any good video with tutorial on that subject? Most I find are about contacts, and I do not work much with that.. mostly deals and tasks

Re: Open tasks in closed deals

karstenkoehler — Thu, 02 Oct 2025 08:14:27 GMT

@MTraczyk looks good, well done 🙂 I'm not aware of any specific videos on this, no, unfortunately. If my day had more hours, I might get around to do it 😄

Re: Open tasks in closed deals

MTraczyk — Mon, 06 Oct 2025 10:31:04 GMT

Hi again @karstenkoehler 🙂
Today, I need to put two exclusions in that workflow - I need to make sure it will not close tasks that are titled "Document Closed Lost Reason" and tasks not created by workflow. Would that work? 🙂

Regards,

Milena

Re: Open tasks in closed deals

MTraczyk — Mon, 06 Oct 2025 10:52:05 GMT

in test actually this version seem to the the trick 🙂

Re: Open tasks in closed deals

karstenkoehler — Mon, 06 Oct 2025 10:53:36 GMT

@MTraczyk yes, that looks correct 🙂

It's not possible to exclude tasks created by workflow directly – you would have to come up with a naming of tasks that you can also filter out workflow-created tasks by name.