Task Assignment & Creation Cards

Task Assignment & Creation Cards - Complete Guide

Covers: 12 task-related cards

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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:

Task and creation cards are added to the Then group via Add Card.

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📌 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 | Card Version Database

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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.

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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)

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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

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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

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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

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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

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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