Open tasks in closed deals

[MTraczyk]

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 

[karstenkoehler · Accepted solution]

Hi @MTraczyk,

This is easiest achieved with a task workflow.

1. Create workflow
2. Skip trigger and choose eligible records (left sidebar)
3. Task → Save and continue
4. 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'
5. Use 'Edit record' to close task

Best regards

[karstenkoehler · Accepted solution]

@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 😄

[MTraczyk · Accepted solution]

in test actually this version seem to the the trick 🙂

[MTraczyk]

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 

[karstenkoehler · Accepted solution]

@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 😄

[MTraczyk]

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 

[karstenkoehler · Accepted solution]

@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.

[MTraczyk · Accepted solution]

in test actually this version seem to the the trick 🙂

[karstenkoehler · Accepted solution]

Hi @MTraczyk,

This is easiest achieved with a task workflow.

1. Create workflow
2. Skip trigger and choose eligible records (left sidebar)
3. Task → Save and continue
4. 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'
5. Use 'Edit record' to close task

Best regards

[MTraczyk]

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? 

[karstenkoehler]

@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.

[MTraczyk]

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

[karstenkoehler]

@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.

[MTraczyk]

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

[karstenkoehler]

@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'

[MTraczyk]

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

[karstenkoehler]

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