How do I trigger an automation to run when a task is completed?

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When a deal or contact task is marked as complete, you can add the contact associated with that task to any active automation of your choice. You may want to do this if you wish to add a contact to an automation that will update their deal stage or send them through a series of follow up emails.

There are three ways to trigger an automation to run when a task is marked as complete:

  1. With the “Task Completed” automation trigger
  2. With the "Add Task" automation action
  3. From the deal or contact record

With the “Task Completed” automation trigger

This option applies to deal and contact tasks.

The “Task Completed” automation trigger starts an automation when a Deal or Contact task is marked as completed. With this trigger you can choose either “All completed tasks” to start the automation when any task is completed or “Segment completed tasks” to specify which tasks will start the automation.

To add and configure this trigger in your automation, follow these steps:

  1. Click “Automations” on the left to get to the Automations overview.
  2. Click “Create an automation.”
  3. Click “Start from Scratch” then “Continue.”
  4. Select the “Task is Completed” trigger in the Select a Trigger modal.
  5. Choose which completed tasks trigger this automation from the options below:
    • “All completed tasks” - This option allows any tasks marked as complete in your ActiveCampaign account, Deal and Contact, to start the automation.
    • “Segment completed tasks” - This option allows you to specify which tasks will start the automation segment builder. More information in the next step.

      All_Completed_Task_option_in_the_trigger_modal.png

  6. If you choose “Segment completed tasks,” the segment builder will appear. Click into the “Select a Condition” field. Then, choose the condition(s) to specify which completed tasks you would like to start the automation. You can choose from the following options:
    • Task outcome
    • Task relates to a Contact or Deal task
    • Task title
    • Task type

      Segment_completed_tasks_option_in_the_task_trigger_along_with_condition_options_of_task_outcome_task_relates_to_task_title_and_task_type.png

      You can have multiple conditions by clicking “Add another condition” or segment groups by clicking “Add a New Segment” in the trigger. Learn how to add multiple conditions and create segment groups.

      Add_another_condition_and_add_a_New_Segment_Group_options_when_using_Segment_completed_tasks_option.png

  7. Next, choose if the trigger will run once or multiple times.
  8. Click “Save.”
  9. Continue building your automation with actions based on your desired outcome. When complete, set your automation to “active."

Also, to help get you started quickly, here are a few "Task is completed" trigger automation recipes.

With the "Add Task" automation action

This option only applies to deal tasks.

The "Add Task" action will create a new task for a deal. With this action, you set the task name, write a description, select the task type, choose the deal owner the task will be assigned to, set a due date, choose which deal the task will be added to, and what pipeline it should be in.

In addition, you have the option to trigger any active automation to run when the task is marked as complete.

Add a Task modal highlighting the Trigger an automation with this task option.jpg

Whenever a contact encounters the "Add Action" step in your automation, a new task will be created for their deal. They will then be added to the automation selected in the "Add Task" action when the task is marked as complete.

To add and configure this action in your automation, follow these steps:

  1. Click "Automations" to go to the Automations Overview page.
  2. Click "Edit" for the automation you wish to work with.
  3. The automation builder will open. Click the CRM option located in the right Actions menu.
  4. Click and drag the "Add Task" action and drop it to your desired location in the automation.
  5. Complete the following information located in the "Add Task" modal:
    • Type the task title
    • Type a task description
    • Select a task type (Call, Email, Lunch, Meeting)
    • Click the "Assigned to" dropdown to assign the task to yourself or another deal owner
    • Select a due date
    • Select the deal that the task will be added to
    • Select the pipeline that the deal is associated with. You can also choose "Any" pipeline if deals from more than one pipeline will be affected by this automation
    • Click the "Start" dropdown to select the automation you wish to add the contact to once the task is marked as complete
    • Click the "When" dropdown to select "Task is completed"
  6. Click "Save."

From the deal or contact record

This option applies to deal and contact tasks.

You can choose to add a contact to an automation once a task is marked as complete. This is done on the "Add a Task" modal located on either the details page for a deal or the tasks section of a contact record. 

You may want to use this option to add contacts to an automation on a case-by-case basis. 

Click below to learn how to add a contact to an automation once a task is completed from either a deal record or contact record:

From a deal record
  1. Click "Deals" to navigate to the Deals page.
  2. Click the deal you wish to create a task for.
  3. Click "Add a Task" located in the Tasks widget to the right.
  4. Complete the information in the "Add a Task" window:
    • Type the task title
    • Click the "Task Type" dropdown and select the task type
    • Click the "Assigned to" dropdown to assign the task to yourself or another deal owner
    • Click the "Due date" dropdown and select the date the task should be completed by
    • Click the "Due Time" dropdown and select the time the task should be completed by
    • Click the "Send a reminder" box to set up an email reminder for the task
    • Click the "Trigger an automation" box and use the dropdown to select the automation you wish you add contacts to once the task is marked as complete
    • Click the "When task is completed" radio button

      In_the_Add_a_Task_window_click_the_trigger_an_automation_checkbox_and_use_the_dropdown_to_select_the_automation_then_choose_when_task_is_completed_radio_button.png
    • Type the Task Description into the field provided
  5. Click the "Add Task" button.
From a contact record
  1. Click "Contacts" to navigate to the Contact overview.
  2. Click the contact you wish to create a task for.
  3. In the Contact Record, scroll down to the Tasks section and click "Add a Task" in the top right of the Tasks section.
  4. Complete the information in the "Add a Task" window:
    • Type the task title
    • Click the "Task Type" dropdown and select the task type
    • Click the "Assigned to" dropdown to assign the task to yourself or another deal owner
    • Click the "Due date" dropdown and select the date the task should be completed by
    • Click the "Due Time" dropdown and select the time the task should be completed by
    • Click the "Send a reminder" box to set up an email reminder for the task
    • Click the "Trigger an automation" box and use the dropdown to select the automation you wish you add contacts to once the task is marked as complete
    • Click the "When task is completed" radio button

      In_the_Add_a_Task_window_click_the_trigger_an_automation_checkbox_and_use_the_dropdown_to_select_the_automation_then_choose_when_task_is_completed_radio_button.png
    • Type the Task Description into the field provided
  5. Click the "Add Task" button.
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