> For the complete documentation index, see [llms.txt](https://docs.docbits.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.docbits.com/administration-and-setup/workflow/cards-overview/task-assignment-guide.md). # Task Assignment & Creation Cards ## Task Assignment & Creation Cards - Complete Guide **Covers:** 12 task-related cards *** The task cards on this page go in the **Then** group of the Workflow Builder — the actions that run once the When/And conditions match:

Workflow Builder canvas with When, And and Then card groups — Task and creation cards are added to the **Then** group via **Add Card**.

*** ### 📌 Version Information **Most Evolved Card:** tasks\_create (4 versions, v4 latest) **Other Multi-Version Cards:** ACTION\_TASK\_FOR\_GROUP (v4), ACTION\_ASSIGN\_TASK\_TO\_PROCUREMENT\_GROUP (v3), ACTION\_ASSIGN\_TASK\_TO\_USER\_FROM\_FIELD\_WITH\_FALLBACK (v3), ACTION\_DECISION\_TREE\_CREATE\_TASKS (v3) **Key Changes:** * **v3 → v4 Evolution:** Removed decision tree approach, added generic work item types (Task, Ticket, Issue) * **v2 → v3 Migration:** Added decision tree support (now mostly deprecated) 📖 [Complete Version History](https://github.com/Fellow-Consulting-AG/docbits/blob/main/readme/administration-and-setup/changelog/release.md#-task-management-cards) | [Card Version Database](https://github.com/Fellow-Consulting-AG/docbits/blob/main/readme/DocFlow/docs/card_version.md) *** ### Overview Task cards create work assignments for team members. When an invoice needs approval, you can automatically create a task and assign it to the right person. *** ## Basic Task Creation ### Card: tasks\_create / Create Task and Assign to User #### Purpose Creates a task and assigns it to a specific person #### When to Use * Invoice needs specific person's review * Approval required from named individual * Handoff to specific team member #### Parameters **Title** The task name/subject ``` Example: "Review Invoice #INV-2025-001 for approval" ``` **Description** Details about the task ``` Example: "Invoice from Supplier ABC needs review. Amount: €5000 Deadline: 2025-10-30 Please verify pricing and quality." ``` **Priority** * 🔴 **High**: Urgent, do immediately * 🟡 **Medium**: Normal priority * 🟢 **Low**: Can be done later **Assigned User** Who gets the task ``` Example: John Smith (Finance Manager) ``` **Email Notification** Send email alert to assigned person? ``` ✅ Yes: Person gets email ❌ No: Task only in system ``` #### Example ``` Condition: "Invoice amount > €10,000" ↓ Create Task: - Title: "High-Value Invoice Review Required" - Description: "Invoice #INV-2025-789 for €15,000 needs approval" - Priority: High - Assigned to: Sarah Johnson (Finance Approver) - Send Email: Yes ↓ Sarah receives task and email notification ``` *** ### Card: ACTION\_TASK\_FOR\_GROUP / Create Task for Group #### Purpose Creates a task and assigns it to a group (all members can see it) #### When to Use * Multiple people can do the task * Task for team, not individual * First person available should handle #### Difference from Individual Task ``` Individual Task: - Only John sees it - John must do it - Others can't see it Group Task: - Everyone in group sees it - Any group member can claim it - Distributed workload ``` #### Example Workflow ``` Document arrives ↓ Condition: "Is supplier new?" ↓ Create Task for Procurement Team: - Title: "Verify New Supplier Details" - Description: "Please validate supplier information" - Priority: Medium - Group: Procurement Team (10 members) - Notify: Yes ↓ All 10 procurement team members see task First person available takes it ``` *** ### Card: ACTION\_DECISION\_TREE\_CREATE\_TASKS #### Purpose Creates tasks based on decision table logic #### How It Works ``` Decision Table Returns: If invoice from Supplier A → Assign to Procurement If invoice from Supplier B → Assign to Quality Team If invoice from Supplier C → Assign to Finance Task is automatically created and assigned based on which condition is true ``` #### When to Use * Different suppliers need different approval * Complex routing based on multiple factors * Different team based on document type #### Example ``` Document: Invoice from ABC Corp (Supplier A) ↓ Decision Table checks: Which supplier? ↓ Result: Supplier A → Procurement Team ↓ Create and assign task to Procurement Team ``` *** ### Card: ACTION\_DECISION\_TREE\_TASKS\_SEQUENTIAL #### Purpose Creates tasks sequentially based on decision table Tasks are assigned one at a time with priority order #### When to Use * Multiple approvals needed in sequence * Workflow approval chain * Each person reviews then passes to next #### How It Works ``` Step 1: Create Task for Procurement Manager (Priority 1) ↓ Step 2: Procurement Manager approves ↓ Step 3: Create Task for Finance Manager (Priority 2) ↓ Step 4: Finance Manager approves ↓ Step 5: Export ``` #### Priority System ``` Priority 1 → Assign to: Person A Priority 2 → Assign to: Person B Priority 3 → Assign to: Person C They must complete in order (1→2→3) ``` #### Example Configuration ``` Decision Table Returns: Level 1: Sarah Johnson (Finance) Level 2: Mike Smith (Manager) Level 3: Director (for approval) Task Flow: 1. Sarah reviews → Comments 2. Passes to Mike → He reviews 3. Passes to Director → Final approval 4. All complete → Export ``` *** ### Card: ACTION\_CREATE\_TASK\_FOR\_USER\_SEQUENTIAL #### Purpose Assigns document to one user AND creates sequential task #### When to Use * Assign document AND create task at same time * Document needs to be reviewed by specific person * Track both assignment and task creation #### How It Works ``` Two things happen: 1. Document is assigned to: Person A 2. Task is created for: Person A Both in one action ``` #### Example ``` High-value invoice arrives ↓ ACTION_CREATE_TASK_FOR_USER_SEQUENTIAL: - Assign Document to: Finance Manager - Create Task: "Review & Approve High Value Invoice" - Priority: High ↓ Document AND task both go to Finance Manager ``` *** ### Card: ACTION\_CREATE\_TASK\_FOR\_GROUP\_SEQUENTIAL #### Purpose Assigns document to group AND creates task #### When to Use * Document needs group attention * Want to track task creation * Create initial task then document assignment #### Example ``` New supplier evaluation ↓ ACTION_CREATE_TASK_FOR_GROUP_SEQUENTIAL: - Document assigned to: Supplier Management Group - Create Task: "Evaluate New Supplier Credentials" - Assign Task to: Same group - Priority: Medium ↓ Group members see document and task ``` *** ## Advanced Task Creation ### Card: ACTION\_ASSIGN\_TASK\_TO\_FACILITY\_GROUP #### Purpose Creates task for specific facility group #### When to Use * Task for warehouse/facility team * Facility-specific operations * Physical location matters #### Example ``` Document: Shipment notification ↓ Create Task for Facility Group: - Group: Berlin Warehouse Team - Task: "Prepare items for shipment" - Items: From document ↓ Berlin warehouse team gets task ``` *** ### Card: ACTION\_ASSIGN\_TASK\_TO\_FACILITY\_GROUP\_SEQUENTIAL #### Purpose Sequential task assignment across facilities #### When to Use * Multi-facility operations * Tasks pass from facility to facility * Sequential facility processing #### How It Works ``` Factory A (Step 1): Production ↓ Quality Check (Step 2): Verification ↓ Warehouse (Step 3): Packaging ↓ Shipping (Step 4): Dispatch ``` #### Example ``` Manufacturing Document ↓ Create Sequential Tasks: - Task 1: Factory A (Manufacturing) - Priority 1 - Task 2: Quality Team (Testing) - Priority 2 - Task 3: Warehouse (Packing) - Priority 3 - Task 4: Shipping (Dispatch) - Priority 4 ↓ Each team completes → Passes to next ``` *** ### Card: ACTION\_ASSIGN\_TASK\_TO\_PROCUREMENT\_GROUP #### Purpose Creates task for procurement department #### When to Use * Task for procurement team * Supplier management tasks * Purchase-related work #### Example ``` Supplier status change notification ↓ Create Task for Procurement Group: - Task: "Update supplier records" - Supplier: ABC Corp - Action: Change status to 'On Hold' - Priority: High ↓ Procurement team is notified ``` *** ### Card: ACTION\_ASSIGN\_TASK\_PROCUREMENT\_GROUP\_SEQUENTIAL #### Purpose Sequential task routing within procurement #### When to Use * Multi-step procurement processes * Approval chain in procurement * Escalation path #### Example ``` Purchase Requisition received ↓ Step 1: Buyer verifies (Priority 1) ↓ Step 2: Approver approves (Priority 2) ↓ Step 3: Director signs off (Priority 3) ↓ All sign-offs complete → Release to supplier ``` *** ### Card: ACTION\_ASSIGN\_TASK\_TO\_USER\_FROM\_FIELD\_WITH\_FALLBACK #### Purpose Get user from document field, assign task If user not found, use fallback user #### When to Use * User stored in document field * Document specifies who should review * Have backup person if specified user unavailable #### How It Works ``` Document has field: "Approver Name: John Smith" Card checks: Is John in system? If YES → Assign task to John If NO → Assign to Fallback User (Sarah) ``` #### Example ``` Invoice field: "Contact: Mike Johnson" Try to assign task to Mike Johnson ↓ If Mike doesn't exist in system: ↓ Use Fallback: Team Lead (Robert Brown) ``` #### Parameters ``` - Field to Read: "Approver Name" - Fallback User: Robert Brown - Task Details: Title, Description, Priority ``` *** ## Common Task Parameters All task cards use these parameters: #### Title ``` Good: "Review Invoice #INV-12345 - €5000 - Supplier ABC" Bad: "Approve something" ``` #### Description ``` Should include: ✅ What to do ✅ Deadline ✅ Any special requirements ✅ Who to contact ✅ Link to document ``` #### Priority Levels ``` 🔴 HIGH - Action needed within hours - Blocks other processes - Example: Supply missing, urgent approval 🟡 MEDIUM - Standard processing - Normal timeline - Example: Regular invoice review 🟢 LOW - Can wait days/weeks - Non-urgent - Example: Archive old documents ``` #### Due Date (if available) ``` When should task be completed by? Example: 2025-10-30 (5 days from now) ``` *** ## Task Workflow Scenarios ### Scenario 1: Simple Approval ``` Invoice Arrives (€2000) ↓ Condition: Amount between €1000-€5000? ↓ YES: Create Task for Finance Manager ↓ Finance Manager reviews and approves ``` ### Scenario 2: Multi-Level Approval ``` Invoice Arrives (€50,000 - High Value) ↓ Create Sequential Tasks: 1. Finance Team (Initial review) 2. Finance Manager (Approval) 3. Director (Final sign-off) ↓ Each level completes → Next begins ``` ### Scenario 3: Parallel Tasks ``` Invoice Arrives (From New Supplier) ↓ Create Task 1: Quality Team (verify supplier) Create Task 2: Finance Team (check prices) Create Task 3: Procurement (check contract) ↓ All teams work simultaneously All must complete before proceeding ``` ### Scenario 4: Conditional Routing ``` Invoice Arrives ↓ Decision Table: If amount > €10k → Assign to Director If amount €1k-€10k → Assign to Manager If amount < €1k → Assign to Team Lead ↓ Task created for correct person ``` *** ## Task Assignment Best Practices ✅ **Do:** * Include specific details in task title * Set appropriate priority levels * Set realistic deadlines * Notify assignees * Include link to document * Use clear, actionable descriptions ❌ **Don't:** * Create vague task titles ("Review this") * Set everything as High priority * Forget to notify assigned person * Create multiple tasks for same work * Assign to unavailable people *** ## Troubleshooting Tasks ### "Task not assigned to anyone" **Cause:** User doesn't exist or group is empty **Solution:** * Verify user name spelling * Check user is active in system * Verify group has members * Use fallback if needed ### "Person says they didn't get notification" **Cause:** Email notification disabled or email wrong **Solution:** * Check "Send Email" checkbox is enabled * Verify recipient email address * Check spam folder * Resend notification manually ### "Wrong person got task" **Cause:** Routing logic incorrect **Solution:** * Check decision table conditions * Verify fallback settings * Test with sample document * Check for typos in user names ### "Too many tasks created" **Cause:** Card firing multiple times **Solution:** * Check conditions are specific enough * Verify card only runs once per document * Review "And" conditions * Add additional filtering *** ## Task Card Comparison Table | Card | Creates Task | Assigns To | When | | ----------------------------------------------------------- | ------------ | --------------------- | ----------- | | tasks\_create | Yes | Individual | Always | | ACTION\_TASK\_FOR\_GROUP | Yes | Group | Always | | ACTION\_DECISION\_TREE\_CREATE\_TASKS | Yes | Decision Table Result | Conditional | | ACTION\_DECISION\_TREE\_TASKS\_SEQUENTIAL | Yes | Multiple (Sequential) | Conditional | | ACTION\_CREATE\_TASK\_FOR\_USER\_SEQUENTIAL | Yes | User + Document | Conditional | | ACTION\_CREATE\_TASK\_FOR\_GROUP\_SEQUENTIAL | Yes | Group + Document | Conditional | | ACTION\_ASSIGN\_TASK\_TO\_FACILITY\_GROUP | Yes | Facility Group | Conditional | | ACTION\_ASSIGN\_TASK\_TO\_FACILITY\_GROUP\_SEQUENTIAL | Yes | Multiple Facilities | Conditional | | ACTION\_ASSIGN\_TASK\_TO\_PROCUREMENT\_GROUP | Yes | Procurement Team | Conditional | | ACTION\_ASSIGN\_TASK\_PROCUREMENT\_GROUP\_SEQUENTIAL | Yes | Multiple (Sequential) | Conditional | | ACTION\_ASSIGN\_TASK\_TO\_USER\_FROM\_FIELD\_WITH\_FALLBACK | Yes | Field/Fallback | Conditional | *** ## Related Cards * **ACTION\_ASSIGN\_DOCUMENT\_TO\_USER** - Assign document without creating task * **ACTION\_SEND\_EMAIL** - Notify people directly * **STAUS\_CHANGE** - Change status instead of creating task * **RUN\_WORKFLOW** - Trigger different workflow instead --- # Agent Instructions This documentation is published with GitBook. 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