topic Getting sent notifications when team members complete a task in Tips, Tricks & Best Practices

Getting sent notifications when team members complete a task

MPalmer6 — Fri, 11 Oct 2024 10:49:58 GMT

I have sent up an automation, so when one of my team set up an onboarding ticket they get 6 tasks they must complete assigned to them.

I was hoping to have that the tasks would be created when we changed a company status to Client and selected a specific Product range (lookup value) but it seems it has to be done from a ticket enrollment. That is fine, unless someone knows how to do this?

My main question, is i sent the flow and it works perfectly, except the last stage

As I am sent an email when the tasks are created and I cant see how I can make a automation to say: When Task 6 is marked as complete - notify me.

Is that possible?

The aim is for me to set a couple of these flows up, and then i am notified at different stage gates when my team complete certain tasks.

Thanks in advance.

Re: Getting sent notifications when team members complete a task

karstenkoehler — Fri, 11 Oct 2024 10:58:59 GMT

Hi @MPalmer6,

This is possible but would have to be a separate workflow:

Create ticket-based workflow
For enrollment criteria, select "When filter criteria is met", then change the "Filtering on" dropdown from "Ticket (Current Object)" to "Activity", then specify the Task title of your task #6 and Task status = Completed
Set up an internal email notification

Theoretically, you could also include this in your existing workflow but you would then have to work with a static delay – this workflow above would fire the moment the task is completed.

Best regards!

Re: Getting sent notifications when team members complete a task

MPalmer6 — Fri, 11 Oct 2024 11:58:38 GMT

Hi Karsten

This is great, thank you.

Have just done this. Sorry, a follow up question. If I wanted to have this task completion do a few things:

1: Send me an email - Done

2: Create a new task - would I need to set up a branch? or is that easier to clone and set up a new workflow? As i could do that easily, but thought if was possible using branches or something like that, then I could learn to do that as well 🙂

This is the current set up

Thanks again

Matt

Re: Getting sent notifications when team members complete a task

karstenkoehler — Fri, 11 Oct 2024 12:00:01 GMT

@MPalmer6 if completion of task 6 should trigger an email (done) and the creation of a task (pending), then no branch would be needed. Simply add "Create task" as a second action in your workflow 🙂

Re: Getting sent notifications when team members complete a task

MPalmer6 — Fri, 11 Oct 2024 12:02:34 GMT

Yes I think that is right, as the process would be after the welcome email has been sent - create new task for ticket owner - to do the next steps.

So i will add a new task following on from the welcome email

Thanks again.

I still have yet to use branching lol. one day 🙂