How to automate CRM task management

With SendPulse, you can work together with your team using our CRM system and streamline your task management using Automation 360. Create and remove tasks automatically to simplify your workflow and increase efficiency.

In this article, we will talk about how to automate task management.

Create and configure a flow

Go to the Automation section, and click Create flow.

Enter a flow name, specify your sender name and email address, configure your analytics settings, and select an unsubscribe page and unsubscribe form language if necessary.

Click Apply.

Select a flow start

Triggers can start your flow whenever the system adds a new task or updates a task stage. On the right panel, go to the CRM tab.

Let's talk about triggers that fire when the system adds a new task or updates a task stage.

Add task

Your flow will start when a task is created in the CRM system.

Select the board and task stage you want to track.

To run your flow if a contact is added again, turn on the Start when contact is added to the flow again toggle, and select the frequency (Everytime, Once a week, Once a month, Once a year, or Custom).

You can also run your flow for all contacts mentioned in your task.

To stop your flow after a certain event, turn on the corresponding toggle, and select the event from the drop-down list.

Read also: How to stop a flow by an event.

Change task stage

Your flow will start when a task stage is updated in the CRM system.

Select the board and task stages you want to monitor. When a task moves from one stage to another, the system will run your flow.

You can also run your flow for all contacts mentioned in your task or stop the flow by event.

Once you configure the settings, click Apply.

Add elements

In the flow builder, select elements, and customize each one.

Read more: Automation 360 elements.

Sending a message

You can add the following elements to notify team members about CRM task events: Email (if an email address is specified in the contact), SMS or Viber (if a phone number in the international format is indicated in the contact), and Messenger (if the contact is subscribed to your bot).

Your message will be sent to all contacts mentioned in your task.

Taking an action

You can automate task management using the Action element. In the CRM section, you can find the following actions related to tasks: Create task and Delete task.

Create task

This action creates a new task on the board specified in your start element.

Select a board and task stage, enter a task name, and assign a team member.

You can also set a due date. To do this, turn on the toggle, and select a period of time in days, hours, or minutes. If necessary, you can set up a reminder for your assigned team member.

Delete task

This action removes a task from the board specified in your start element.

The action is available if you select Change deal stage or Change task stage as your start event.

Examples of task management automation

Updating deal stages

You can automatically create a new task whenever a deal moves to a new stage. Let’s say that your deal from the New stage moves to the Signing the contract stage. This can often take a long time, so you can create a task to check your deal stage after 10 days.

Select the Change deal stage trigger. Add the Action element > Create task. You can name your task "Check deal stage" and select a team member who will delegate it.

Ensuring data freshness

You can automatically create new tasks whenever the system adds new contacts.

Select the Add new contact trigger. Add the Action element > Create task. You can name your task "Check data freshness."

Deleting tasks

You can automatically delete tasks when they move to a certain stage of their CRM board.

For example, your design team might have task stages called To be reviewed and Done. At the last stage, you can automatically delete tasks so that they do not accumulate.

Keep in mind that if you delete a task, you will not be able to recover it.

Select the Change deal stage trigger and deal stages — for example, from To be reviewed to Done. Add the Action element > Delete task.

Last Updated: 15.02.2024