On Task Finished

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Overview

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When Does This Event Trigger?

1. A field worker marks a task as complete/finished in the mobile app
2. A user marks a task as finished in the web portal
3. A task is completed via API
4. The task’s Flow matches the Flow selected in the automation configuration

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Prerequisites

1. You have access to the Automation feature in MileApp
2. You have appropriate permissions to create and manage automations
3. You have at least one Flow configured in your organization
4. You understand the completion workflow for your tasks

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Use Cases

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1. Sequential Task Creation

• Event: On Task Finished
• Flow: Pickup
• Automation Type: Create and Assign Task
• Action: Create “Delivery” task with data from completed pickup

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2. Completion Notifications

• Event: On Task Finished
• Flow: Delivery
• Automation Type: Webhook
• Action: Send SMS/email notification to customer with completion details

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3. Proof of Delivery Archival

• Event: On Task Finished
• Flow: Delivery
• Automation Type: Webhook
• Action: Upload proof of delivery to external storage or ERP system

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Setting Up On Task Finished Automation

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Step 1: Navigate to Automation Settings

1. Log in to MileApp web portal
2. Click on Flow in the main navigation
3. Click on the Automation tab

Automation tab in Flow menu

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Step 2: Create New Automation

1. Click the New button in the Automation page
2. The “Create Automation” dialog will appear

Create Automation dialog with event selection showing all available automation events

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Step 3: Configure Automation Details

1. Automation Name: Provide a descriptive name (e.g., “Create Delivery Task on Pickup Completion”)
2. Event: Select “On Task Finished” from the dropdown
3. Flow: Select the Flow you want to monitor (e.g., “Pickup”, “Delivery”, “Service”)
4. Automation Type: Choose the action type:
   • Create Task - Automatically create a new task
   • Create and Assign Task - Create and assign a task to a user
   • Create or Update Data Source - Modify data in Data Source
   • Webhook - Send data to external URL
   • Notification - Send notifications to users
5. Configure type-specific settings based on your chosen Automation Type

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Step 4: Configure Automation Type Settings

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For Create Task / Create and Assign Task:

• Select the Flow for the new task to be created
• Map fields from the completed task to the new task
• Set default values for required fields
• (For Create and Assign Task) Select the assignee or assignment rules

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For Create or Update Data Source:

• Select the target Data Type to update
• Map task completion data to Data Source fields

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For Webhook:

• URL: Enter the endpoint URL where task completion data should be sent
• Header (Optional): Add custom HTTP headers (e.g., Authorization, Content-Type)
• Value (Optional): Provide corresponding header values

URL: https://api.yourcompany.com/tasks/completed
Header: Authorization
Value: Bearer your_api_token_here

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For Notification:

• Select Channel (WhatsApp notification)
• Select Phone Number Field from task data
• Configure Notification Message with completion details

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Step 5: Configure Rules (Optional)

• Filter by specific field workers or teams
• Apply conditions based on hub or location
• Set completion status conditions (success, failure, partial)
• Filter by time of day or completion duration

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Step 6: Save and Activate

1. Click Submit to create the automation
2. Ensure the automation is set to Active (toggle enabled)
3. Test the automation by completing a task with the selected Flow

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Webhook Payload Structure

{
  "event": "on_task_finished",
  "timestamp": "2024-01-15T16:45:00.000Z",
  "task": {
    "id": "task_id_123",
    "flow": "Delivery",
    "flowId": "flow_id_456",
    "invoice": "INV-2024-001",
    "name": "John Doe",
    "phone": "+6281234567890",
    "address": "Jl. Sudirman No. 123, Jakarta",
    "deliveryCoordinate": "-6.2088,106.8456",
    "startTime": "2024-01-15T14:00:00.000Z",
    "endTime": "2024-01-15T16:00:00.000Z",
    "completedTime": "2024-01-15T16:45:00.000Z",
    "status": "finished",
    "completionStatus": "success",
    "duration": 9900,
    "priority": "normal",
    "proofOfDelivery": {
      "photos": [
        "https://storage.mile.app/tasks/photo1.jpg",
        "https://storage.mile.app/tasks/photo2.jpg"
      ],
      "signature": "https://storage.mile.app/tasks/signature.png",
      "notes": "Package delivered successfully"
    }
  },
  "assignee": {
    "id": "user_id_789",
    "name": "Field Worker Name",
    "email": "worker@company.com",
    "phone": "+6281234567891"
  },
  "hub": {
    "id": "hub_id_789",
    "name": "Jakarta Hub"
  },
  "completedBy": {
    "id": "user_id_789",
    "name": "Field Worker Name"
  }
}

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Monitoring and Troubleshooting

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Viewing Automation Logs

1. Go to Flow > Automation
2. Find your automation in the list
3. Click the clock history icon to view execution logs
4. Review successful executions and any errors

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Common Issues

• Automation is not set to Active
• Task’s Flow does not match automation’s Flow configuration
• Rules/filters exclude the completed tasks
• Task status is not “done”

• Verify automation is enabled (toggle is ON)
• Check that task Flow matches automation Flow setting
• Review rules to ensure they don’t overly restrict triggering
• Ensure task is marked as completed with status “done” to trigger automation

• Flow has optional fields not filled during task execution
• Photos or signatures not uploaded properly
• Network issues during task completion
• Mobile app not fully synced before completing

• Review Flow configuration to identify required vs optional fields
• Ensure mobile app has stable internet connection
• Implement data validation in webhook endpoint
• Add retry logic for incomplete data

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Related Documentation

• Automation Introduction
• Automation Type
• On Task Created
• On Task Assigned
• Create Task Automation
• Webhook Automation
• Task Management

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Frequently Asked Questions