How to Set Up Task Automatoin

This sets up sales team members with automatic task creation for leads to allow them to follow up and perform specific

Full Video Walkthrough

1. In the top main menu click "Automation" and select "Workflows" from the dropdown.
   
   
   
   
2. Click "Create folder" on the top right.
   
   
   
   
3. Name the folder "Task Automation"
   
   
   
   
4. Click Save.
   
   
   
   
5. You will now see the "Task Automation" folder in the list of workflows.  Click on the folder.
   
   
   
   
6. Click "Create workflow" on the top right of the screen.
   
   
   
   
7. Select "From scratch" from the dropdown.
   
   
   
   
8. Click Next.
   
   
   
   
9. Click the named of the workflow at the top middle of the screen.
   
   
   
   
10. Name the workflow "Qualification Reminder"
    
    
    
    
11. Click Save.
    
    
    
    
12. Click "Set up triggers"
    
    
    
    
13. A menu will pop up on the right side of the screen.  Click "Deal properties" under Filter type.
    
    
    
    
14. Search "stage" and select "Deal stage"
    
    
15. Select "is any of" and then click the dropdown.
    
    
    
    
16. Select "Appointment scheduled (Sales Pipeline)
    
    
    
    
17. Click "Apply filter"
    
    
    
    
18. Click "Save"
    
    
    
    
19. Under the Contact enrollment trigger, click the "+".
    
    
    
    
20. Under Choose and action, search for "Create" and select "Create task"
    
    
    
    
21. Above the title click "Contact token"
    
    
    
    
22. Using the drop-downs, change the type to "Contact" and the Token to "First name"
    
    
    
    
23. Click "Insert"
    
    
    
    
    
24. Click "Contact Token" again.
    
    
    
    
25. Using the drop-down menus, change the Type to "Contact" and the Token to "Last name"
    
    
    
26. Click "Insert"
    
    
    
    
27. Under the Notes section input the following text. 
    
    This lead has recently booked a discovery call with you.  Please research their company and discover if they are a good fit for our services.
    
    
    
    
28. Set the Priority to "Low" and select "An existing owner of the contact" under Assign Task to.
    
    
    
    
29. Click Save
    
    
    
    
30. At the top right of the screen click "Review and publish"
    
    
    
    
31. Under Enrollment select "No, only enroll contacts who meet the trigger..."
    
    
    
    
32. Click "Turn on"
    
    
    
    
33. Click "Create workflow" and select "From scratch" from the dropdown.
    
    
34. Select "Deal-based"
    
    
    
    
35. Click "Next"
    
    
    
    
36. Click "Set up triggers"
    
    
    
    
37. Under Filter type select "Deal"
    
    
    
    
38. Type in "stage" in the search bar and select "Deal Stage"
    
    
    
    
39. Select "is any of" and in the dropdown select "Contract sent (Sales Pipeline)"
    
    
    
    
40. Click "Apply filter"
    
    
    
    
41. Click "And" 
    
    
    
    
42. Search for "Last Activity" and select "Last activity date"
    
    
    
    
43. Select "is more than" and input "3" in the box.  Make sure that "days ago" is selected as the time frame.
    
    
    
    
44. Click "Apply filter"
    
    
    
    
45. Click Save
    
    
    
    
46. Select the "+" under the Deal enrollment trigger
    
    
    
    
47. Type in "Create" in the search bar and select "Create task"
    
    
    
    
48.   In the Title type in "Check in with" and then click "Deal token"
    
    
    
    
    
49. For type, select "Deal" and for Token, select "Deal Name"
    
    
    
    
50. In the notes, type the following:
    
    This deal has not signed the contract.  Please follow up with your point of contact.
    
    
    
    
51. Make sure the Assign Task to is "An existing owner of the deal" and Which deal owner is "Deal owner"
    
    
    
    
52. Click Save
    
    
    
    
53. In the top middle of the screen click the name of the workflow.
    
    
    
    
54. Name the workflow "Task Reminder for Contact Not Won yet"
    
    
    
    
55. Click Save
    
    
    
    
56. Click "Review and publish" at the top right of the screen.
    
    
    
    
57. Under Enrollment select "No, only enroll deals which meet the trigger..."
    
    
    
58. Click "Turn on"
    
    
    
    
59. Click "Create workflow" and select "From scratch" from the dropdown.
    
    
    
    
60. Select "Deal-based"
    
    
    
    
61. Click "Next"
    
    
    
    
62. Click "Set up triggers"
    
    
    
    
63. Under Filter type select "Deal"
    
    
    
    
64. Search for "stage" and select "Deal Stage"
    
    
    
    
65. Select "is any of" and then select "Closed lost (Sales Pipeline)"
    
    
    
    
66. Click "Apply filter"
    
    
    
    
67. Click the "+" under the Deal enrollment trigger.
    
    
    
    
68. Search "create" and select "Create task"
    
    
    
    
    
69. In the Title type "Ask" and the click on "Deal token"
    
    
    
    
70. Change the Type to "Deal" and the Token to "Deal Name"
    
    
    
    
71. Click "Insert"
    
    
    
    
72. Type in the remaining Title, "Why They Didn't Purchase" It should look like the image below. 
    
    
    
    
73. Type the following text under Notes:
    
    This deal was lost.  Please reach out to your point of contact to learn why we lost the deal and log it in the CRM.
    
    
    
    
74. Select "An existing owner of the deal" under Assign Task to.
    
    
    
    
75. Click Save
    
    
    
    
76. Click the title of the workflow at the top of the screen.
    
    
    
    
    
77. Change the name of the workflow to "Closed Lost Follow Up Reminder"
    
    
    
    
78. Click "Save"
    
    
    
    
79. Click the "+" under the task that was just created.
    
    
    
    
80. Select "Delay for a set amount of time"
    
    
    
    
81. Put 60 under days.
    
    
82. Click Save
    
    
    
    
83. On the task that was created, click "Actions"
    
    
    
    
84. Click "Clone" and then select "This action"
    
    
    
    
85. Under the Delay time set, click "Place here"
    
    
    
    
86. Click "Save" 
    
    
    
    
87. Click the task that was just cloned
    
    
    
    
88. In the Title box, type in "Follow Up with" and then click "Deal Token"
    
    
    
    
89. Select "Deal" under Type and "Deal Name" under Token.
    
    
    
    
90. Click "Insert"
    
    
91. In the Notes section type the following:
    
    
92. Click Save
    
    
    
    
    
93. Click "Review and publish"
    
    
    
    
94. Under Enrollment select "No, only enroll deals which meet the trigger..."
    
    
95. Click "Turn on"
    
    
    
    
96. Click "Create workflow" and select "From scratch" from the drop down menu.
    
    
97. Click "Contact-based"
    
    
    
    
    
98. Click "Next"
    
    
    
    
99. Click "Set up triggers"
    
    
    
    
100. Under Filter type select "Contact properties"
     
     
     
     
101. Search for lead status and select "Lead status"
     
     
     
     
102. Select "is any of" and select New.
     
     
     
     
103. Click "Apply filter"
     
     
     
     
104. Click "And"
     
     
     
     
105. Under Filter type select "Contact properties"
     
     
     
     
106. Search for "Now in" and select "Now in Sequence"
     
     
     
     
107. Select "is equal to"
     
     
     
     
108. Click Apply filter
     
     
     
     
109. Click "And"
     
     
     
     
110. Under filter type select "Contact properties"
     
     
     
     
111. Search for "Recent" and select "Recent sales email open date"
     
     
     
     
112. Select "is after another property" and type in and select "last sequence enrolled date"
     
     
     
     
113. Click "Apply filter"
     
     
     
     
114. Click "Save"
     
     
     
     
115. Click the "+" under the Contact enrollment trigger.
     
     
     
     
116. Type in "Create" and select "Create task"
     
     
     
     
117. In the Title type in "Call" and then click "Contact token"
     
     
     
     
118. Under Type select "Contact" and under Token select "First name"
     
     
     
     
119. Click "Insert"
     
     
     
     
120. Click "Contact token"
     
     
     
     
121. Under Type select "Contact" and under Token select "Last name"
     
     
     
     
122. Click Insert
     
     
     
     
123. In the notes section type in the following:
     
     This contact opened one of your sequence emails.  Please give a call to follow up.
     
     
     
     
124. Under Assign Task to select "An existing owner of the contact"
     
     
     
     
125. Click Save
     
     
     
     
126. Click "Review and publish" on the top right of the screen.
     
     
     
     
127. Under Enrollment select "No, only enroll contacts who meet the trigger..."
     
     
     
128. On the top middle of the screen click the title of the workflow
     
     
     
     
129. Change the Title to "Task Automation when an Email Sequence is Opened"
     
     
     
     
130. Click Save
     
     
     
     
131. Click "Turn on"