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How to Create CRM Workflows Triggered by Task Completion (CRM)

Create automated workflows in the CRM that trigger when tasks are marked complete. This allows you to send notifications to users or create new tasks for other team members automatically when the first task is finished.

Before You Begin

  • Ensure you have access to CRM Settings and Automation

  • Identify which team members need to receive notifications or new tasks

  • Know the specific task types you want to monitor for completion

Steps

  1. Navigate to CRM Workflows
    Go to Settings → CRM Settings → Automation → Workflows
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  2. Create New Workflow
    Click "New Workflow" to start setting up your automation

  3. Set Target Module
    Select "Calendar" as your target module (this is where task data is stored)
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  4. Configure Trigger
    Set your trigger to "When a subscriber is updated" to monitor changes in task status

  5. Add Completion Condition
    Add a condition where "Status" equals "Completed" to trigger only when tasks are marked as done
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  6. Choose Your Action
    Select the appropriate action based on your needs:

    • "Send Internal Notification" to notify team members

    • "Create Task" to assign new tasks to different team members
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  7. Configure Action Details
    Set up the specifics of your notification or new task, including the recipient and content
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  8. Enable the Workflow
    Remember to enable your workflow once configured, as workflows are disabled by default

Expected Result

When a task is marked as complete in the CRM, your workflow will automatically trigger and either send notifications to specified users or create new tasks for other team members, creating a seamless chain of task management.
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Important: CRM vs iCampaign Workflows

⚠️ Note: This process uses CRM workflows, not iCampaign workflows. Here's the key difference:

  • CRM Workflows: Handle task creation, notifications, and broader automation capabilities

  • iCampaign Workflows: Limited to communication automation only (sending emails, SMS, or existing campaigns)

For task-related automation, always use CRM workflows accessed through Settings → CRM Settings → Automation → Workflows.
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Troubleshooting

  • Workflow not triggering: Verify the workflow is enabled, and the target module is set to "Calendar."

  • Wrong notifications being sent: Check your conditions to ensure they're filtering for the correct task types

  • Can't find task creation options: Confirm you're in CRM workflows, not iCampaign workflows

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