Automation Flows - Create Task

In SprintHub, you can automate the creation of tasks directly from events related to Leads or Contacts, ensuring that important follow-up, sales, or relationship activities are not forgotten.

This feature is ideal for organizing callbacks, delegating responsibilities to the sales team and standardizing processes, such as calls, visits, or sending proposals.

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🔹 When to use?

• To ensure follow-up on Leads or Contacts.

• To assign activities automatically to the team responsible for the Lead.

• To standardize processes, such as calls, visits, sending proposals, or business contacts.

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🔹 Step by step to create a task in the Automation Flow

1. Access Automation Flows

• Go to Find Services → Analyze → Automation Flow.

• Click + New Flow.

2. Flow Configuration

• Name: Define a name that represents the purpose of the flow (e.g.: “Follow-up Hot Leads”).

• Segment: Contacts from these segments will be automatically added to the flow, including Leads added later.

• Access Permission: Only the users and departments below will be able to access the flow. Leave empty to allow everyone.

• Allow contacts to repeat the flow?

  • Enabled: the Lead may go through the flow again.

  • Disabled: the Lead goes through the flow only once.

3. Configure the Action → Create Task

Click Open Builder and fill in the fields using information from the Lead/Contact:

• Board 🗂 ➡️ Example: “Leads to Follow Up” The board organizes tasks by sales or relationship area.

• Stage 📊 ➡️ Open: newly created task, awaiting action from the person responsible. ➡️ Pending: task in progress, awaiting customer response. ➡️ Custom: stages like “Awaiting Lead response” or “Escalated to sales manager.”

• Task Title 🏷 ➡️ Example: “Contact {{Lead Name}} – Lead #{{Lead ID}}” Use dynamic Lead fields to facilitate identification.

• Responsible 👤 ➡️ Example: “Salesperson assigned to the Lead” Automatically assigns to the person responsible defined on the Lead or by the sales team.

• Description 🖊 ➡️ Example: “Follow up with Lead {{Lead Name}} regarding the sent proposal. Confirm interest and record feedback.” Should detail the required action.

• Task Type 🔖 ➡️ Example: “Follow-up Call”, “Send Proposal” or “Business Contact”

• Priority 🚦 ➡️ Example: “High” for hot Leads or short response deadlines.

• Due Date ⏳ ➡️ Example: “2 days after Lead creation” Ensures the follow-up is within the sales SLA.

• Participants 👥 ➡️ Example: “Sales Team” When more than one collaborator needs to follow the task.

• Observers 👀 ➡️ Example: “Commercial Coordinator” For supervisors who monitor without editing.

• Departments 🏢 ➡️ Example: “Commercial” or “Pre-sales” For cases that involve another department.

• Attachments 📎 ➡️ Example: “Sent proposal”, “Screenshot of the Lead's email”

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4. Save and Activate the Flow

• Click Yes in “Published?”

• Activate the flow so that new occurrences automatically trigger the creation of the task for each Lead/Contact.

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🔹 Practical Example

Objective: Create an automatic task when a Lead advances to the stage Proposal Sent.

• Trigger: Lead enters the “Proposal Sent” stage.

• Action: Create task.

  • Title: “Follow up with {{Lead Name}}.”

  • Description: “Contact the Lead within 2 days to confirm receipt of the proposal and record feedback.”

  • Responsible: Salesperson assigned to the Lead.

  • Deadline: 2 days after trigger.

  • Task Type: Follow-up Call.

✅ Result: Whenever a Lead advances to this stage, SprintHub will automatically create the follow-up task, ensuring no contact is forgotten.