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Automatic generation of tasks from pre-builds

Generate a task when a quotation, job/sales order, etc., moves to a specific status

Create a Task for Site Visit in Zigaflow

Made by Tim Randall with Scribe
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Open the pre-build

1. Click on the Cog

Zigaflow dashboard with the settings cog icon highlighted in the top-right toolbar, beside the notifications bell

2. Click "Prebuilds"

Settings menu with Prebuilds highlighted in the left sidebar, next to a list of modules including Contracts and Works Orders

3. Click on the module to work on

Settings Pre-Builds page with the Quotations tab highlighted in the module list below Projects and Leads

4. Edit or create a pre-build

Pre-builds list with the edit (pencil) icon highlighted on the T1000 Standard row, alongside copy and delete icons

5. Click the "Tasks" tab

Record tab bar with the Tasks (2) tab highlighted, next to the Attachments, eForms and Feedback tabs

Set up the task details

6. Click "New Task"

Pre-Build Tasks tab listing two Call tasks, with the New Task button highlighted next to Copy to Other Pre-Builds

7. Select the task type (you can add your own types elsewhere in the settings). Click Next.

Task Details dialog with the Select Task Type dropdown open, listing Call, Deburr, Email, Invoice and Machine, with Call highlighted

8. Enter the description of the task and click Next

Task Details dialog with Call selected as task type, "Arrange site visit" description entered, and the Next button highlighted

9. Set how long you forecast the task will take, and click Next

Task Details dialog with the How long should this task take field highlighted showing 00:15, above the Next button

10. Set the task to a specific team member. If this is not set, the task will be assigned to the creator or user of the quotation, job/sales order, etc., when the task is created. Click Next.

Task Details panel with the "Should this task be assigned to someone" toggle highlighted and switched on above the Next button

Choose the trigger and schedule

11. The task will be generated when the quotation, job/sales order, etc., moves to the status you set here. Click Next

Trigger & Scheduling section with the "Activate task when status changes to" dropdown open, cursor on Site Survey To Book

12. Select when the task is set for:

No scheduling - No date is set

Deadline - A date is set for it to be completed

Scheduled time - A specific date and time for the task to be started

Deadline and Scheudled - A combination of these

Task pre-build Trigger & Scheduling section with No scheduling highlighted beside Deadline and Scheduled time options

13. Dates are set after or betore a specific number of days. Set to zero days for the task to be generated immediately.

Trigger & Scheduling section with Deadline selected and the Deadline days field highlighted, set to 0 Business Days After Status Changed

14. If a date has been selected, set the start time and click Next

Deadline Time picker in Trigger & Scheduling with hour 17 and minute 0 selected, and the Set button highlighted

Set completion options and save

15. Set a task tag if required

Task setup window with "Apply the following tags to the task" field highlighted in the Behavior section, above Save & Close

16. Ticking "Auto-complete task as Quotation progresses" means that if the quotation, job/sales order, etc. is moved to another status, the system will automatically mark the task as completed.

Task settings dialog with the "Auto-complete task as Quotation progresses" checkbox ticked and highlighted under Behavior

17. Ticking "Reopen task after Quotation has moved to an earlier stage" field means that a task that has been marked as completed will be re-opened if the parent quotation, job/sales order, etc., is moved back to the status set on this screen.

Task Details form with the "Reopen task after Quotation has moved to an earlier stage" checkbox ticked and highlighted

18. Click "Save & Close"

Task setup form with Call type, Site Survey To Book trigger and Deadline scheduling, highlighting the Save & Close button

19. These Task generators can be edited in the task tab of the pre-build

Pre-build Tasks tab listing three Call task generators with Status, Scheduled Time, Deadline, and edit and delete icons

Learn more: workflows and automations

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