Skip to main content

​
Overview

The Create and Assign Task automation type automatically creates a new task in a specified Flow and immediately assigns it to a designated user when an automation event is triggered. This combines task creation with immediate assignment, streamlining workflows that require both actions.
Create and Assign Task automation configuration

Create and Assign Task automation configuration showing Flow selection, hub assignment, field mapping, and assignee selection

​
When to Use Create and Assign Task

Use this automation type when you need to:
  • Create and immediately assign follow-up tasks to specific users
  • Automatically distribute new tasks to team members based on workflow triggers
  • Assign inspection or quality check tasks to designated personnel after task completion
  • Create pickup tasks and assign them to specific drivers when delivery tasks are created
  • Ensure new tasks are immediately assigned and don’t sit unassigned

​
Event Availability

Create and Assign Task automation type is available for:
  • On Task Created - Create and assign a new task when another task is created
  • On Task Finished - Create and assign a new task when a task is completed

​
Configuration Fields

When you select Create and Assign Task as the automation type, you need to configure the following:

​
1. Create Task *

Select the Flow for the new task that will be created. Purpose:
  • Defines which type of task will be automatically created
  • Determines what fields need to be mapped
How it works:
  • Choose from any Flow configured in your organization
  • Once selected, the Flow’s fields will appear for mapping

​
2. Hub *

Select the hub where the new task will be created. Options:
  • Follows task creator’s hub - The new task will be created in the same hub as the trigger task
  • Specific hub - Select a specific hub from your organization’s hub list
Purpose:
  • Defines the hub location for the new task
  • Ensures tasks are organized in the correct operational area

​
3. Field Mapping (Initial Page)

After selecting the Flow, you’ll see all the fields from that Flow. For each field, you can: Option A: Manual Input
  • Type a static value directly into the field
  • Useful for default values that don’t change
Option B: Field Reference
  • Click the search icon next to the field
  • Select a field from the trigger Flow to map its value
  • The value from the trigger task will be copied to the new task
Option C: Leave Empty
  • Fields can be left empty if they are optional
  • Required fields must be filled either manually or via reference

​
4. Assignee *

Select who will be assigned to the new task. Options: A. Auto Assign based on (Dynamic assignment from trigger task)
  • Assigned by - Assigns the new task to whoever created/assigned the trigger task
  • Assignee - Assigns the new task to whoever is assigned to the trigger task
B. User (Manual user selection)
  • Select a specific user from your organization’s user list
  • The new task will always be assigned to this user
Purpose:
  • Ensures the new task has an immediate owner
  • Enables dynamic assignment based on the trigger task’s assignment

​
Use Cases

​
1. Driver-Assigned Pickup After Delivery

Scenario: Automatically create and assign a pickup task to the same driver who completed a delivery. Configuration:
  • Event: On Task Finished
  • Flow (Trigger): Delivery
  • Automation Type: Create and Assign Task
  • Create Task Flow: Pickup
  • Hub: Follows task creator’s hub
  • Field Mapping:
    • Requester Name → Customer Name (from Delivery)
    • Requester Address → Customer Address (from Delivery)
    • Pickup Point Coordinate → Customer Coordinate (from Delivery)
  • Assignee: Assignee (auto-assign to delivery task assignee)
Benefit: Ensures the same driver handles both delivery and pickup, maintaining continuity.

​
2. Quality Inspection Assigned to QA Team Lead

Scenario: Create an inspection task and assign it to the QA team lead when a service task is completed. Configuration:
  • Event: On Task Finished
  • Flow (Trigger): Home Cleaning
  • Automation Type: Create and Assign Task
  • Create Task Flow: Quality Inspection
  • Hub: QA Hub
  • Field Mapping:
    • Customer Name → Customer Name (from Home Cleaning)
    • Service Address → Service Location (from Home Cleaning)
    • Service Date → Completion Date (from Home Cleaning)
  • Assignee: QA Team Lead (specific user)
Benefit: Automatic quality control workflow with immediate assignment to QA personnel.

​
3. Follow-up Task Assigned to Sales Manager

Scenario: Create and assign follow-up sales tasks to sales manager when canvassing identifies opportunities. Configuration:
  • Event: On Task Finished
  • Flow (Trigger): Field Canvassing
  • Automation Type: Create and Assign Task
  • Create Task Flow: Field Sales
  • Hub: Sales Hub
  • Field Mapping:
    • Prospect Name → Canvassed Name (from Field Canvassing)
    • Prospect Contact → Contact Number (from Field Canvassing)
    • Interest Level → Survey Result (from Field Canvassing)
  • Assignee: Sales Manager (specific user)
Benefit: Immediate assignment of hot leads to the sales manager for follow-up.

​
4. Documentation Task Assigned to Documenter

Scenario: Create and assign documentation tasks to the documentation team lead when tasks are created. Configuration:
  • Event: On Task Created
  • Flow (Trigger): New Customer Onboarding
  • Automation Type: Create and Assign Task
  • Create Task Flow: Customer Documentation
  • Hub: Follows task creator’s hub
  • Field Mapping:
    • Customer Name → Customer Name (from Onboarding)
    • Customer ID → Reference ID (from Onboarding)
    • Onboarding Date → Created Date (from Onboarding)
  • Assignee: Documentation Lead (specific user)
Benefit: Ensures documentation is immediately assigned and doesn’t sit unassigned.

​
How It Works

  1. Event Occurs: The specified event is triggered (task created or finished)
  2. Rules Evaluated: If Rules are configured, they are checked against the triggering data
  3. Automation Triggers: The Create and Assign Task automation is activated
  4. Task Created: A new task is created in the specified Flow
  5. Fields Populated: Fields are filled with mapped values (references or static text)
  6. Task Assigned: The new task is immediately assigned to the designated user
  7. Task Ready: The new task appears in the assignee’s task list, ready for action

​
Field Mapping Best Practices

​
Understanding Field Types

When mapping fields from the trigger Flow to the new task Flow: Direct Mapping:
  • Map fields with similar data types (text to text, coordinate to coordinate)
  • Example: Customer Name → Requester Name
Cross-Component Mapping:
  • You can map any field from trigger to any field in new task
  • Example: Order Number → Invoice Reference
Static Values:
  • Use for fields that should always have the same value
  • Example: Priority → “High” (always set to High)
Optional vs Required:
  • Required fields (marked with *) must be filled
  • Optional fields can be left empty

​
Field Mapping Strategies

  1. Complete Mapping: Map all relevant fields for full context transfer
  2. Partial Mapping: Map only essential fields, leave others for manual input
  3. Hybrid Approach: Map some fields automatically, add static defaults for others

​
Assignment Strategies

​
When to Use Auto Assign

Use “Assigned by”:
  • When you want the task creator/assigner to handle the new task
  • Example: Manager who assigns delivery should handle exceptions
Use “Assignee”:
  • When you want the task executor to handle the new task
  • Example: Driver who completes delivery should handle pickup

​
When to Use Specific User

Use specific user assignment:
  • For specialized tasks requiring specific expertise
  • For tasks that should always go to the same person
  • For supervisory or review tasks

​
Important Notes

​
Task Creation and Assignment Behavior

  • Immediate Assignment: Tasks are assigned as soon as they are created
  • Hub Assignment: Tasks are created in the specified hub (follows creator’s hub or specific hub)
  • Independent Tasks: Created tasks are separate entities, not linked to trigger task
  • Assignment Notifications: Assignees may receive notifications based on their notification settings

​
Assignment Requirements

  • The assigned user must have access to the destination hub
  • The assigned user must have permissions to view and edit tasks in the Flow
  • If using auto-assignment, the trigger task must have the referenced user assigned

​
Best Practices

  1. Clear Flow Selection: Choose the appropriate Flow that represents the next step in your workflow.
  2. Meaningful Field Mapping: Map fields that provide context and reduce manual data entry.
  3. Use Field References: Prefer field references over manual input to ensure data consistency.
  4. Choose Appropriate Hub: Use “Follows task creator’s hub” for hub-agnostic workflows, or specific hub for centralized operations.
  5. Select Right Assignment Strategy: Use auto-assignment for dynamic workflows, specific user for specialized tasks.
  6. Test Thoroughly: Create test tasks to verify field mapping and assignment work correctly.
  7. Document Automation Purpose: Use clear automation names that describe the workflow (e.g., “Create and Assign Pickup to Driver when Delivery Finished”).
  8. Leverage Rules: Combine with Rules to create and assign tasks only when specific conditions are met.
  9. Monitor and Adjust: Regularly review created and assigned tasks to ensure automation is working as expected.
  10. Verify User Access: Ensure assigned users have appropriate hub access and permissions.

​
Troubleshooting

Issue: New task is not being created or assigned when event triggers Possible Causes:
  • Automation is not set to Active
  • Event Flow does not match automation configuration
  • Rules exclude the triggering task
  • Required fields in new task Flow are not mapped
  • Assigned user doesn’t exist or is inactive
Solution:
  • Verify automation toggle is ON
  • Check Event and Flow settings match trigger
  • Review Rules for conflicts
  • Ensure all required fields have values (mapped or static)
  • Verify assigned user is active and has appropriate permissions
Issue: New task is created but not assigned Possible Causes:
  • Assignee field is not configured
  • Auto-assignment reference user is not assigned to trigger task
  • Assigned user doesn’t have access to destination hub
Solution:
  • Verify Assignee field is filled in automation configuration
  • For auto-assignment, ensure trigger task has the referenced user assigned
  • Grant assigned user access to destination hub
  • Check user permissions for the Flow
Issue: New task has empty fields Possible Causes:
  • Field reference is mapped to an empty field in trigger
  • Incorrect field mapping
  • Field types don’t match
Solution:
  • Verify trigger task has values in referenced fields
  • Check field mapping configuration
  • Re-map fields if necessary
Issue: Wrong user is assigned to new task Possible Causes:
  • Incorrect assignee selection in automation
  • Auto-assignment reference is pointing to wrong field
  • Multiple automations with conflicting assignments
Solution:
  • Edit automation and verify assignee configuration
  • Check auto-assignment reference (Assigned by vs Assignee)
  • Review all active automations for the same event
Issue: Too many tasks are being created and assigned Possible Causes:
  • No Rules configured to filter when tasks should be created
  • Multiple overlapping automation rules
Solution:
  • Add Rules to create tasks only when needed
  • Review all active automations for the same event
  • Consolidate or refine automation rules

​
Frequently Asked Questions

Q: What’s the difference between Create and Assign Task vs Create Task? A: Create and Assign Task creates a new task AND immediately assigns it to a user. Create Task only creates the task without assignment. Use Create and Assign Task when immediate ownership is important. Q: Can I assign the new task to multiple users? A: No, each task can only be assigned to one user. To assign to multiple users, create multiple automation rules or manually assign additional users after creation. Q: What happens if the auto-assigned user is not assigned to the trigger task? A: The automation will fail to assign the task. Ensure the trigger task has a valid assignee before using auto-assignment options. Q: Can I use Create and Assign Task for routing events? A: No, Create and Assign Task is only available for On Task Created and On Task Finished events. For routing events, use Webhook or Notification automations. Q: Will the assigned user be notified about the new task? A: Notification depends on the user’s notification settings in MileApp. If they have task assignment notifications enabled, they will be notified. Q: How is this different from Assign Task automation? A: Create and Assign Task creates a new task in a different Flow and assigns it to a user. Assign Task assigns the existing trigger task to a user without creating a new task. Use Create and Assign Task for follow-up workflows, and Assign Task for distributing existing tasks. Q: What happens if the assigned user doesn’t have access to the hub? A: The task will be created but the user may not be able to view or access it. Ensure assigned users have appropriate hub access permissions. Q: Can I change the assignee of the created task after automation runs? A: Yes, you can manually reassign the task after it’s created, just like any other task in MileApp. Q: What happens if a required field is not mapped and has no value? A: The automation will fail to create the task. All required fields (marked with *) must have either a mapped value or a static value. Q: Can I use “Follows task creator’s hub” for all workflows? A: Yes, this is useful for multi-hub organizations where tasks should stay within the same hub as the trigger task. For centralized operations, use a specific hub instead.