Using "Edit Record" for tasks in a workflow

Smart CRM & Sales Hub CRM
1

Hi all,

I’m creating a workflow so that a task can be created when a deal reaches a certain stage. Then I want to use “Edit Record” to mark this task as completed after a certain period of time.

Question: When Edit Record updates the task to Completed, does it recognise the task that’s been created through workflow? Or will it update ALL tasks asscoiated to the deal (even the ones created by sales manually?

2

Hi @LokM,

It will update all tasks associated with the deal that meet the conditions — not just the one the workflow created.
And since there’s no built-in way to reference “that exact task I just created,” you risk changing other tasks too (even manually created ones).

Best,

Jess

3

Hi Jessica,

Thanks, this is key info to know. I’m glad I double checked.

L.

4

Hi @LokM ,
Just a heads-up: the “Edit Record” action in a deal-based workflow will update all associated tasks that meet the workflow’s criteria; it doesn’t automatically target only the task created by the workflow. That means even manually created tasks tied to the same deal could be affected unless you apply specific filters.

How to avoid updating all tasks:

To make sure only the workflow-created task is marked as completed:

  • When creating the task, include a unique identifier in the task name or use a custom property (e.g. “Created by Workflow”).
  • Then, in the “Edit Record” step, filter tasks using this identifier or property to ensure only the intended task is updated.

Test with 1-2 deals first to confirm it only updates the right tasks.
Helpful community threads -
https://community.hubspot.com/t5/Tips-Tricks-Best-Practices/Workflows-can-create-tasks-any-way-to-complete-them/m-p/448073
https://community.hubspot.com/t5/128172-RevOps-Discussions/Custom-workflow-coding-to-find-and-update-all-overdue-tasks/m-p/985166
Hope this helps clarify things.

5

Hi Arisudan**,**

Thanks so much for the info but also for the workaround. I’ll test this.

Thanks

L.

6

Hi @JessicaBaskey @ArisudanTiwari,

Thanks again for your feedback. As we can’t risk having all tasks updated as Completed through the workflow, I believe going with In-app notifications is our best option.

Thanks

LokM.

7

Hi! Totally get the worry! Accidentally closing the wrong task can be a headache. Quick check: When you create the task in the workflow, are you using a specific naming convention or including a unique keyword in the task title? That’s the easiest way to track it.
If you do that, you can add a delay and then use another workflow with a filter like “Task title contains [keyword]” and status is “Not started,” then set just those to “Completed.” I’ve done this trick with lead follow-ups to avoid touching tasks that sales created manually. Let me know what your task setup looks like, and I can help sketch a flow :slightly_smiling_face: