Delay Until a Task is completed

[SPalise]

Hello HubSpot Community,
I am currently working on a call based workflow. The design is setup to where different actions occur based on the outcome of a call. One outcome is if the call goes to voicemail, in this case a new task is assigned to the same team member as the original call to call the contact again after one week. Following this task it goes into a and / or branch with a filter property of "Activity Date" is less than 1 day ago, then into a property branch of call outcomes again. 

I want to add a dynamic  delay in between the assigning of the call task and the "and / or" branch which delays until the team member has marked the task as complete. Any suggestions on how to best do this would be appreciated. 

[JessicaBaskey · Accepted solution]

Hi @SPalise,

Currently, HubSpot workflows don’t support a built-in “wait until task is completed” option.

That said, here’s a potential workaround:

1. Create a custom property on the contact or deal, like “Follow-up Task Completed.”

2. When the task is assigned, set that property to “No” (or leave it blank).

3. Ask your reps to update the property to “Yes” once they’ve completed the task — you can include that note in the task description.

4. In the workflow, add a “Delay until property is Yes” step before your next branch.

5. Once it updates, the workflow continues.

Not perfect since it depends on rep input, but it's the best option until HubSpot gives us more automation around task status.

You might want to upvote or submit a request for this feature in the HubSpot Ideas Forum. A native "wait until task is completed" feature would be super useful!

Best,

Jess 

[GIlievski · Accepted solution]

Hi @SPalise, 

The "Delay until event occurs" is probably what you need. The issue is though it only offers properties/events that are based on the workflow type. So your Call workflow can only dynamically delay based on Call properties.

So I would suggest trying to use 2 workflows to work side by side.

In your current workflow you add a "Delay until event occurs" based on a new custom Call property. Let's call it "Call Task Complete" and it is of type single checkbox. You can delay up to 5 years.

In the second workflow, which can probably be a Contact based workflow, trigger on the Contact and the Task associated to it being complete. Then add an Edit Record action that will change the new "Call Task Complete" property on the associated Call to Yes.

Once it is changed to Yes, in the first workflow the dynamic delay will progress to the next action.

I am not 100% sure it can all be done but worth a try. It will be a bit tedious in targeting the correct Call to edit and making sure you trigger on the right task.

Hope that helps.

[SanjayKumar · Accepted solution]

Hi @SPalise,

You can setup a Dynamic Delay following the below steps:

Add a Delay, Select Until an Event Occurs, after the task is created, insert a “Delay and select until an event occurs” action.

Select the Data Source for the Delay

• Set the Data source as: Output from earlier action in this workflow Select the earlier Create Task action.

Configure the Delay Condition

• Under Group 1, add an event:
• Event Type: Has completed: Property value changed
• Property name: Task status
• New value: Completed

(Optional) Timeout Handling

• Enable “Continue to the next action if a contact doesn’t complete the event within a certain period.
• Set a timeout (default: 5 days) to ensure the workflow doesn't stall indefinitely.

Continue the Workflow

• After the delay, continue with logic like checking call outcomes or branching actions.

This setup monitors the status of the specific task created in the workflow and only proceeds once it is marked "Completed", making the follow-up process responsive to actual rep activity.

[GIlievski]

@SanjayKumar awesome, I forgot about the "Output from earlier action.."

Do this @SPalise it will work great.

[GIlievski · Accepted solution]

Hi @SPalise, 

The "Delay until event occurs" is probably what you need. The issue is though it only offers properties/events that are based on the workflow type. So your Call workflow can only dynamically delay based on Call properties.

So I would suggest trying to use 2 workflows to work side by side.

In your current workflow you add a "Delay until event occurs" based on a new custom Call property. Let's call it "Call Task Complete" and it is of type single checkbox. You can delay up to 5 years.

In the second workflow, which can probably be a Contact based workflow, trigger on the Contact and the Task associated to it being complete. Then add an Edit Record action that will change the new "Call Task Complete" property on the associated Call to Yes.

Once it is changed to Yes, in the first workflow the dynamic delay will progress to the next action.

I am not 100% sure it can all be done but worth a try. It will be a bit tedious in targeting the correct Call to edit and making sure you trigger on the right task.

Hope that helps.

[JessicaBaskey · Accepted solution]

Hi @SPalise,

Currently, HubSpot workflows don’t support a built-in “wait until task is completed” option.

That said, here’s a potential workaround:

1. Create a custom property on the contact or deal, like “Follow-up Task Completed.”

2. When the task is assigned, set that property to “No” (or leave it blank).

3. Ask your reps to update the property to “Yes” once they’ve completed the task — you can include that note in the task description.

4. In the workflow, add a “Delay until property is Yes” step before your next branch.

5. Once it updates, the workflow continues.

Not perfect since it depends on rep input, but it's the best option until HubSpot gives us more automation around task status.

You might want to upvote or submit a request for this feature in the HubSpot Ideas Forum. A native "wait until task is completed" feature would be super useful!

Best,

Jess