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

Modified on Fri, 23 Oct at 12:53 PM

What this automation does

This automation notifies a specific team member when a lead reaches a designated pipeline stage and automatically assigns related tasks. Use this workflow to streamline task assignment and make sure team members are promptly notified of any new tasks.

Part 1

Access the Automation Builder

1Log in to TheraSaaS
Navigate to the Automations section.
2Create a new automation
Select Create New Automation, then name your automation at the top.New Assigned Task Notification

Part 2

Set the Trigger: Pipeline Stage Change

1Set up the trigger
Select Pipeline Stage Changed as the workflow trigger, and give the trigger a descriptive name.Pipeline Stage Changed - Paperwork
2Add filters for the trigger
Click Add Filtersto define when the trigger will activate:
Filter What to select Example
Pipeline The relevant pipeline New Client Deployment Version 3
Pipeline Stage The stage that will start the task assignment Paperwork Stage
Click Save to finalize the trigger setup.

Filter	What to select	Example
Pipeline	The relevant pipeline	New Client Deployment Version 3
Pipeline Stage	The stage that will start the task assignment	Paperwork Stage

Part 3

Assign and Set Up Tasks

1Add task actions

Under Actions, click Add Taskto start assigning tasks. For each task, include:

Field	What to enter	Example
Task Title	A name for each task	Send Consent Forms
Description	Instructions for the task	Send consent forms to contact's email via EHR
Assign User	The team member responsible for the task	The intake coordinator
Due Date	A due date relative to the task's start date	Due in one day

2Repeat 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
3Save each task
Make sure each task is saved so it applies to the automation.
Don't skip this
A task that isn't saved won't be applied to the automation.

Part 4

Publish the Workflow

1Finalize and publish
Toggle the automation to Publish status, then click Save to make the workflow active.

Part 5

Verify and Test the Workflow

1Test 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.
2Check the assigned tasks
Select the lead's profile and go to Tasks. Verify that the tasks display accurately, with the correct due dates and assignee.

Summary

By setting up the "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.

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