How to set up a "new assigned task notification"?

This automation will notify a specific team member when a lead reaches a designated pipeline stage and automatically assign related tasks. Use this workflow to streamline task assignment and ensure team members are promptly notified of any new tasks.

1. Access the Automation Builder

1. Log in to TheraSaaS:

   • Navigate to the Automations section.

2. Create a New Automation:

   • Select Create New Automation.

   • Name your automation at the top (e.g., New Assigned Task Notification).

2. Set the Trigger: Pipeline Stage Change

1. Set Up the Trigger:

   • Select Pipeline Stage Changed as the workflow trigger.

   • Name the trigger something descriptive, such as Pipeline Stage Changed - Paperwork.

2. Add Filters for Trigger:

   • Click Add Filters to define when the trigger will activate:

     • Pipeline: Select the relevant pipeline (e.g., New Client Deployment Version 3).

     • Pipeline Stage: Choose the stage that will initiate the task assignment (e.g., Paperwork Stage).

   • Click Save to finalize the trigger setup.

3. Assign and Set Up Tasks

1. Add Task Actions:

   • Under Actions, click Add Task to start assigning tasks.

   • For each task, include the following:

     • Task Title: Name each task (e.g., Send Consent Forms).

     • Description: Include instructions (e.g., "Send consent forms to contact’s email via EHR").

     • Assign User: Choose the team member responsible for the task (e.g., the intake coordinator).

     • Due Date: Set a due date relative to the task’s start date (e.g., due in one day).

2. Repeat for Additional Tasks:

   • Add other tasks as needed, repeating the process. Examples might include:

     • Task 2: Reach out to the contact.

     • Task 3: Send good faith estimate.

3. Save Each Task:

   • Ensure each task is saved to apply it to the automation.

4. Publish the Workflow

1. Finalize and Publish:

   • Toggle the automation to Publish status.

   • Click Save to make the workflow active.

5. Verify and Test the Workflow

1. Test the Trigger:

   • Go to your pipeline and move a lead to the specified stage (e.g., Paperwork).

   • Confirm that the tasks are automatically added and assigned to the correct team member.

2. Check the Assigned Tasks:

   • Select the lead’s profile, navigate to Tasks, and verify that the tasks display accurately with the correct due dates and assignee.

Summary

By setting up this "New Assigned Task Notification" automation, TheraSaaS will automatically assign tasks to team members when a lead reaches a designated stage in the pipeline. This helps your team stay organized and responsive to new leads, ensuring a smooth process for completing necessary tasks on time.