Task Triggers: Added, Completed and Reminder

Tasks keep your team accountable for follow-ups, and three triggers let workflows react to what happens to them. Together they cover a task's whole life: created, due soon or overdue, and finished.

The three triggers

• Task Added fires when a new task is created on a contact. Filter by Assigned User to react only when a task lands on a particular teammate. Useful for sending that person a heads-up message.
• Task Reminder fires relative to a task's due date. Choose Before no. of days for an advance nudge, or After no. of days to escalate overdue work. The task must have a due date. If it is deleted before the reminder time the trigger does not fire, and if its due date moves, the reminder moves with it.
• Task Completed fires when a task is marked done. Filter by Assigned User so only certain team members' completions count, and add custom field conditions if needed.

Set one up

1. Open a workflow in Automation > Workflows and click Add New Trigger.
2. Search for Task Added, Task Reminder or Task Completed.
3. Name the trigger, then click Add filters.
4. Pick the assigned user, or for reminders choose the before or after option and enter the number of days.
5. Click Save Trigger, add actions, and publish.

Example: chase an overdue call task

Trigger: Task Reminder, filter After no. of days = 2. Actions: send an internal notification to the assigned user, then create a fresh task for the manager. Pair it with a second workflow using Task Completed to move the opportunity to the next stage when the call task is ticked off.

Tips

• Avoid loops where a workflow adds a task that starts the same workflow again.
• Leave the user filter blank to include every team member.

Good to know: Combine Task Completed with an opportunity stage update to keep your pipeline in step with real activity.