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Start an automation when a record’s task is completed
The trigger A task is completed runs when a task linked to a record in a unit you choose is closed, and it runs on that record. For example: thank the client after a visit.
Before you start · 1 thing · for owners and managersTasks linked to records
Before you start · 1 thing · for owners and managers
Tasks linked to records
- You need: Permission to edit workflows
- Tasks are linked to records: Add tasks to a record and follow them in My Tasks.
Steps
1
Choose the trigger A task is completed.
2
Under Which records?, choose the unit the tasks are linked to, not the tasks unit itself.
3
Optional: under Which tasks, choose Only some, then the task types in Of type, such as a call or a visit.
4
Optional: the task’s assignees, in Assigned to.
5
Add the steps.
How it works
A task counts as completed when it moves from an open status to a closed status. That includes the “Done” button in tasks.
Reopening a task, or editing a task that’s already closed, doesn’t trigger the automation.
If you don’t choose types or assignees, it runs on all tasks.
Variables: {{task.title}}, {{task.type}} and {{task.completed_by}}.
Run each record only once and the goal work on the linked record.
If something goes wrong
What you see
Why
What to do
“The trigger’s unit is unknown”
You chose the tasks unit itself or a deleted unit.
Choose the unit the tasks are linked to.
“The task type is unknown”
A task type was deleted.
Choose the types again.
The run says “Didn’t match the trigger”
The task isn’t linked to this unit, or it has a different type or assignee.
Check the task’s link and the filters.
A real example
Shield Security Co.
The situation
The client doesn’t know that the maintenance visit is done.
What they did
- The trigger A task is completed on the “Contracts” unit, with the task type “Visit”.
- A Send a WhatsApp template step with the “Visit done” template to the client.
- An Add a note step saying “The visit {{task.title}} is complete”.
The result
The client gets a confirmation after every visit, and the record keeps track of it.
A made-up company, to show the idea. The numbers are rounded.
Good to know
The run estimate for this trigger is a rough upper limit.
Did this guide solve it?
If not, we’ll ask what was missing.