Overview 

A task workflow automatically creates a task when a form rule is triggered, so follow-up work is generated without anyone remembering to do it. You define the rule and state, add a Create Task action, and set the task’s assignee, visibility, client, type, timing, requirements, and any mandatory form. This is powerful for turning a form result—like a failed check—straight into assigned corrective work.

Before You Start 

You need access to the Forms area and permission to edit forms. Know who the task should go to, its type and timing, and whether it needs a photo, note, or form.

How to Create a Task Workflow

1. From the left navigation menu, select Forms, then click the Form icon in the upper-right corner.

2. Click the pencil icon to add existing forms, or click the plus icon to create and add a new form to the workflow.

3. Go to the bottom of the page and choose the Workflow tab.

4. Select a workflow rule and define the resulting state when the rule is triggered.

5. Click + to add an action, then click Create Task.

6. Select the user who will be assigned the task. 

7. Select the task visibility. 

8. Select the client for the task. 

9. Select the task type and an action timing from the lists. 

10. Check the boxes if a photo or note is required to complete the task. 

11. If a form is required, select it from the list and add it. 

12. Enter the task date period and description, then click OK. 

13. Provide a name for the workflow and click Save. 

Tips and Things to Know

• Turns a form result into an automatically assigned task—great for corrective actions. 

• Set requirements (photo, note, form) so the generated task is completed properly. 

• Action timing controls when the task is created after the trigger. 

• Name the workflow clearly so you can find and manage it later. 

Frequently Asked Questions