Trigger an automation

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

Introduction

Triggering an automation based on the completion of a task is an essential feature within ActiveCampaign that allows users to streamline workflows and enhance efficiency. This feature is important because it enables automation of follow-up actions as soon as a task is marked complete, ensuring that relevant contacts are engaged and that no opportunity is missed. For instance, automatically enrolling a contact in a follow-up email series after a sales call can significantly improve engagement and conversion rates.

How to Access This Feature

To access the feature of triggering an automation when a task is completed, you can navigate through the ActiveCampaign platform using the following steps: 1. Click on Automations in the left navigation panel. 2. From the Automations Overview page, you can create a new automation or edit an existing one that utilizes this feature.

Step-by-Step Instructions

There are three primary methods to trigger an automation when a task is marked as complete:

1. With the “Task Completed” Automation Trigger

This method applies to both deal and contact tasks. Follow these steps: 1. Click on Automations to go to the Automations overview. 2. Click on Create an automation. 3. Select Start from Scratch. 4. Choose the Task is Completed trigger in the Select a Trigger modal. 5. Choose the type of tasks that will trigger the automation:

  - All completed tasks - This option will start the automation for any completed tasks in your ActiveCampaign account.
  - Segment completed tasks - This option allows you to specify particular tasks that will trigger the automation via a segment builder.

6. If you selected Segment completed tasks, customize your segment by choosing the condition(s) using the following options:

  - Task outcome
  - Task relates to
  - Task title
  - Task type

7. Decide if the trigger will run once or multiple times—select accordingly. 8. Click Save. 9. Continue to build your automation with appropriate actions based on your desired outcome. When you are done, set your automation to active.

2. With the "Add Task" Automation Action

This option is specifically for deal tasks: 1. Click on Automations to navigate to the Automations Overview page. 2. Click on Edit for the automation you wish to adjust. 3. Click the CRM option within the right Actions menu. 4. Drag the Add Task action to your desired position in the automation. 5. Fill out the Add Task modal with the necessary details, including:

  - Task title
  - Task description
  - Task type (e.g., Call, Email, Lunch, Meeting)
  - Assigned user (from the Assigned to dropdown)
  - Due date
  - The deal to which the task pertains
  - The pipeline the deal belongs to
  - Select the automation to trigger once the task is marked as complete using the Start dropdown, and choose the When option as Task is completed.

6. Click Save.

3. From the Deal or Contact Record

You can also trigger an automation directly from a deal or contact record: 1. For a deal record:

  - Click on Deals and select the deal.
  - Click on Add a Task in the Tasks widget.
  - Fill out the required information in the Add a Task window, ensuring to check the Trigger an automation option and specifying the desired automation.
  - Complete your entries and click Add Task.
  

2. For a contact record:

  - Click on Contacts and select the contact.
  - Navigate to the Tasks section and click Add a Task.
  - Fill out the necessary fields in the Add a Task modal.
  - Ensure the Trigger an automation box is checked before clicking Add Task.

Configuration Options and Settings

The following configuration options are crucial when setting up automations triggered by task completion:

- Trigger types: Either select All completed tasks for a general trigger or use Segment completed tasks to customize which specific tasks will activate the automation. - Conditions for segmentation: Possible conditions include Task outcome, Task relates to, Task title, and Task type, allowing specific configurations tailored to various scenarios. - Execution options: Choose if the trigger should run once or multiple times based on your requirements. - In the Add Task action, specify the task details such as the title, description, type, due date, and the specific automation to trigger.

Best Practices and Tips

- Consider using segment conditions when creating automations to target more specific tasks that require different follow-up actions. - It is advisable to regularly review and organize your task completions to avoid unnecessary clutter in the automation flow. - Use reminders for tasks to ensure you or your team are prepared to engage with contacts immediately after a task goes to completion. - Experiment with different automation recipes to find workflows that best suit your business needs.

Troubleshooting

If you encounter issues while setting up the automation triggers: - Ensure that you have selected the correct task type and automation in the respective modals. - Check if the automations you are trying to add contacts to are indeed active. - Review segment conditions to make sure they are correctly defined and do not inadvertently exclude relevant tasks.

Related Features

For further reading on related functionalities, check out: - Automations - Task Management - CRM Features

FAQ

Q1: Can I trigger multiple automations from a single completed task?

No, a single task can trigger only one automation at a time.

Q2: What happens if I select 'All completed tasks'?

Selecting 'All completed tasks' will trigger the automation for every completed task across your ActiveCampaign account.

Q3: Can I use this feature for tasks outside of Deals and Contacts?

Currently, this feature is specifically designed for tasks pertaining to Deals and Contacts.

Q4: What would be the benefit of using a segmented trigger?

Using a segmented trigger allows for more targeted follow-ups by enabling you to define conditions for which tasks should trigger automations.

Q5: How do I know if my task automation has run?

You can check the task completion logs and automation history within the ActiveCampaign dashboard for confirmation of actions taken.

Q6: Is there a limit to the number of tasks I can create?

There may be limits based on your specific ActiveCampaign plan, so please consult your plan details for specifics.

Q7: What if the automation doesn’t run as expected after a task is completed?

If the automation isn’t running as expected, verify your task settings and ensure all conditions are correctly met, including checking the trigger setup.

By leveraging the capabilities of the task completion automation triggers in ActiveCampaign, you can significantly enhance your operational efficiency and ensure timely follow-ups with your contacts. For more extensive details about this and other functionalities, visit the Automations section on ActiveCampaign's help site.