The add tasks action enables you to automatically allocate tasks when the selected conditions are met. Once you have selected Add task as your action, the following fields are displayed:
Each field is described below:
- Title - This is the title of the task.
- Description - This is the description of the task
- Due date - This is the due date of the task
- Assignee - This is who the task is assigned to
- Priority - This is the priority of the task
- List - The list field allows you to select an already existing task list for your task
- Status - This is the status of the task, e.g. In progress, complete etc.
- Reminder - This allows you to add a reminder to the ask
- Attachments - Here, you can add the triggering file to the newly created task. The triggering file could be located in the files module or it could be a file metadata iSheet
Variables
In addition to the above, you have the ability to add variable content to the date and assignee fields. Variables are used to dynamically get data from the triggering object.
For example, you may want to automatically assign a task to the site user who added a record to an iSheet with a deadline set for a number of days after the record was added.
There are 3 fields with variable options within the Add task action; Start date, Due date and Assignee.
As of June 2024, you can add a 'Folder link' variable to the task description.
Start/Due date
Click Insert Variable beside the due date field to display the Insert variable - Due date screen:
Within the Variable to be used dropdown, you will see all of the variables available to you. In this example, we have Created date.
Select the variable that you want to use (we have chosen created date for this example) and click Insert. The Due date field will now look like this:
This means that this field will be populated on the date that a record has been created within an iSheet, or a file has been created within a folder.
You do have additional options, such as + or - x amount of days and to exclude weekends. This means that you can selecte a created date, +10 days but excluding weekends, and the new date will be automatically calculated
Assignee
Click Insert Variable beside the assignee field to display the Insert variable - Assignee screen:
In the Variable to be used dropdown, you will see the variables available to you. In this example, we have File author.
Select the variable you want to use, (we have chosen file author for this example) and click Insert. The Assignee field will now look like this:
This means that the task will be assigned to the author of the file that is uploaded.
This variable can be used for both files and iSheets. If your trigger is an iSheet, any user lookup column can be used as the variable.
The variables available for adding a task are:
- Title
- Description
- Start date
- Due date
- Assignee
Click Save to save your actions.
Attachments
When creating a rule, click Add action. Select Add task as the action:
And enter the relevant details for the task that is to be added:
Please note that you must select the Attach triggering file checkbox to ensure the triggering file is attached to the newly created task
Once set up, click Save. Your new rules and actions will be saved.
