bulk create tasks with a due date based on a custom date property?

[Jenny26]

We have 1000 software clients each with their own expiration date. The expiration date is recorded in an "expiration date" property. I want to create all at once,  a task for our Client Relations Manager to contact the client 6 months before they expire. 

How do I bulk create 1000 tasks with a due date set to 6 months before the "expiration date"?

Thanks in advance for your help!

[karstenkoehler · Accepted solution]

Hi @Jenny26,

I see two options here. Option 1 would be a workflow as the one below:

The upside is that this could be a recurring setup. The downside is that it's not possible to create the tasks immediately and set them to be due at a specific date. You'll have to work with a delay as shown in the screenshot.

Option 2 would be exporting the contact list, removing all columns but the Contact ID / Record ID column and the Expiration date and then adding the task information to that export file. (The minimum task information is a column for Task Title and Due date. You could calculate the due as the Expiration date minus 180 days directly in Excel / Google Sheets.)

You can then re-import the file as multiple objects:

During the import, make sure to map contact record ID column in the Import as column:

The benefit of this solution is that tasks are created immediately, creation is not delayed like in the workflow.

Let me know if you have any follow-up questions!

[karstenkoehler · Accepted solution]

Hi @Jenny26,

I see two options here. Option 1 would be a workflow as the one below:

The upside is that this could be a recurring setup. The downside is that it's not possible to create the tasks immediately and set them to be due at a specific date. You'll have to work with a delay as shown in the screenshot.

Option 2 would be exporting the contact list, removing all columns but the Contact ID / Record ID column and the Expiration date and then adding the task information to that export file. (The minimum task information is a column for Task Title and Due date. You could calculate the due as the Expiration date minus 180 days directly in Excel / Google Sheets.)

You can then re-import the file as multiple objects:

During the import, make sure to map contact record ID column in the Import as column:

The benefit of this solution is that tasks are created immediately, creation is not delayed like in the workflow.

Let me know if you have any follow-up questions!

[Jenny26]

Thank  you so much! One of these options will work for us for sure!

@karstenkoehler , if I do option 2, can I import the task as a re-occuring every 12 months?

[karstenkoehler · Accepted solution]

Hi @Jenny26,

I'm not 100% sure but I think the recurring option is only available through the task creation under Menu > Sales > Tasks.

Best regards!

[Jenny26]

Thank you!