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Once you've set up the trigger event, the next step is to add tasks for execution.
To get started, click the '+' icon within the trigger field and choose what you'd like to add. Here are the available options:
Create a task: Define specific tasks that need to be completed as part of the workflow.
Send an email: Automate the process of sending emails to relevant individuals or a group of employees.
Send a welcome letter: Automatically send an invitation to the system.
Generate a document: Configure the system to generate specific documents, such as offer letters, contracts, or reports.
Send a webhook: Integrate with external applications or services by sending webhook notifications.
Trigger the workflow: Automate workflow activation within existing workflows.
Google Workspace action: Automate the creation or deletion of Google Workspace for new hires or terminated employees.
How to create a task
How to create a task
Go to Workflows and click + New workflow to start creating or select one already created to edit.
If you create a new workflow, enter its name and description and set a trigger.
To add an action to your workflow, click the '+' icon within the trigger field and select Create a task option.
4. Enter a title for the task.
5. Specify when you'd like this task to begin, such as 1 day after the workflow is triggered.
6. When adding a new task to the workflow, select the deadline for its completion.
In our example, the manager will be tasked with scheduling a 1-on-1 meeting with a new employee within a two-day timeframe.
7. Provide a description and specific instructions for the task.
If the task requires reference materials, you can attach relevant files or include links to documents, articles, or resources.
8. In the Recipient type field, select one from several options:
Affected employee: if you select this option, the task will be assigned to the affected employee.
Manager of the affected employee: choosing this recipient type assigns the task to the manager of the affected employee.
Referenced employee of the affected employee: this option lets you choose a specific employee, like an HR manager, identified in the affected employee's profile using a custom field. For instance, if Eva Novak is Ilya Scherbakov's HR manager, selecting this option makes Eva responsible for the task.
For more detailed guidance, refer to our custom employee fields guide.
Specific employee: allows the pick of a particular person to handle the task. This employee will see the task in their To-do's widget on the Home page or in the Tasks tab.
Group of employees: allows assigning tasks to a specific group of employees. If you select Group of employees > Shared, you create one common task for multiple employees, ensuring that any assignee can take ownership and complete them. Shared tasks can be assigned to up to 10 people.
If you select Group of employees > Personal, each employee from the group receives an individual copy of the task. If you need to create one task for several employees in such a way, you can avoid manually doing it.
9. Add assignees if you select the Group of employees option.
10. You can enable substitutions for assignees when they are absent and select a replacement performer. So, if the assigned employee is on leave when the task is created, it will be reassigned to their substitute.
11. After filling in all the necessary details, click the Save button.
Using placeholders in task descriptions
Using placeholders in task descriptions
When writing task descriptions, use placeholders— platform-generated prompts with useful information— such as the employee's full name, position, manager's name, department, etc.
This will save you time by not having to look up this information separately when composing the text.
Enhancing tasks with multimedia and links
Enhancing tasks with multimedia and links
When creating tasks, you have the flexibility to enrich them with various types of content. You can include links to important information, insert images, upload files, and even share educational seminar videos.
