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Overview

The Create Task automation type automatically creates a new task in a specified Flow when an automation event is triggered. This enables automated workflow chains where one task triggers the creation of follow-up tasks, streamlining multi-step processes.
Create Task automation configuration

Create Task automation configuration showing Flow selection and field mapping

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When to Use Create Task

Use this automation type when you need to:
  • Automatically create follow-up tasks in a workflow sequence
  • Generate inspection or quality check tasks after service completion
  • Create documentation or reporting tasks after task completion
  • Trigger dependent tasks in multi-stage processes
  • Automate task creation based on external data source changes

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Event Availability

Create Task automation type is available for:
  • On Task Created - Create a new task when another task is created
  • On Task Assigned - Create a new task when a task is assigned
  • On Task Finished - Create a new task when a task is completed
  • On Data Source Created - Create a new task when new data is added to a Data Source

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Configuration Fields

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

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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

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2. Field Mapping (Automation Detail)

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
Field Mapping Options:
  • Text Input - Type static values or use field references
  • Component Reference - Map components from trigger Flow to new task Flow
  • Mixed Approach - Combine static values and field references as needed

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Use Cases

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1. Delivery and Pickup Workflow

Scenario: Automatically create a pickup task when a delivery task is created. Configuration:
  • Event: On Task Created
  • Flow (Trigger): Delivery
  • Automation Type: Create Task
  • Create Task Flow: Pickup
  • Field Mapping:
    • Requester Name → Customer Name (from Delivery)
    • Requester Address → Customer Address (from Delivery)
    • Pickup Point Coordinate → Customer Coordinate (from Delivery)
Benefit: Ensures every delivery automatically generates a corresponding pickup task.

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2. Quality Inspection After Service

Scenario: Create an inspection task when a service task is completed. Configuration:
  • Event: On Task Finished
  • Flow (Trigger): Home Cleaning
  • Automation Type: Create Task
  • Create Task Flow: Quality Inspection
  • Field Mapping:
    • Customer Name → Customer Name (from Home Cleaning)
    • Service Address → Service Location (from Home Cleaning)
    • Service Date → Completion Date (from Home Cleaning)
Benefit: Automatic quality control workflow without manual task creation.

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3. Follow-up Tasks from Field Canvassing

Scenario: Create follow-up sales tasks when canvassing identifies opportunities. Configuration:
  • Event: On Task Finished
  • Flow (Trigger): Field Canvassing
  • Automation Type: Create Task
  • Create Task Flow: Field Sales
  • Field Mapping:
    • Prospect Name → Canvassed Name (from Field Canvassing)
    • Prospect Contact → Contact Number (from Field Canvassing)
    • Interest Level → Survey Result (from Field Canvassing)
Benefit: Immediate follow-up task creation for hot leads.

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4. Documentation Task from Data Source

Scenario: Create documentation tasks when new data is added to a Data Source. Configuration:
  • Event: On Data Source Created
  • Flow (Trigger): Customer Database
  • Automation Type: Create Task
  • Create Task Flow: Customer Documentation
  • Field Mapping:
    • Customer Name → Name (from Data Source)
    • Customer ID → ID (from Data Source)
    • Registration Date → Created Date (from Data Source)
Benefit: Ensures every new customer record triggers proper documentation workflow.

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How It Works

  1. Event Occurs: The specified event is triggered (task created, assigned, finished, or data source created)
  2. Rules Evaluated: If Rules are configured, they are checked against the triggering data
  3. Automation Triggers: The Create 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 Available: The new task appears in the task list and is ready for assignment

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Field Mapping Best Practices

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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

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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

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Important Notes

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Task Creation Behavior

  • Immediate Creation: New tasks are created as soon as automation triggers
  • No Assignment: Created tasks are unassigned by default (use Create and Assign Task if assignment is needed)
  • Hub Inheritance: New tasks are created in the same hub as the trigger task (for task events)
  • Independent Tasks: Created tasks are separate entities, not linked to trigger task

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Rules and Filtering

  • Use Rules to Control When Tasks Are Created: Add conditions to create tasks only when specific criteria are met
  • Example: Only create inspection tasks when service rating is below 4 stars
  • Multiple Automations: Create different automation rules for different scenarios

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Performance Considerations

  • Avoid Circular References: Don’t create automation loops (Task A creates Task B, Task B creates Task A)
  • Use Rules Wisely: Too many automations without Rules can create excessive tasks
  • Monitor Task Volume: Review automation logs to ensure tasks are created as intended

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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. Test Thoroughly: Create test tasks to verify field mapping works correctly.
  5. Document Automation Purpose: Use clear automation names that describe the workflow (e.g., “Create Pickup Task when Delivery Created”).
  6. Leverage Rules: Combine with Rules to create tasks only when specific conditions are met.
  7. Monitor and Adjust: Regularly review created tasks to ensure automation is working as expected.
  8. Consider Assignment Needs: If tasks need immediate assignment, use Create and Assign Task instead.

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Troubleshooting

Issue: New task is not being created when event triggers Possible Causes:
  • Automation is not set to Active
  • Event Flow does not match automation configuration
  • Rules exclude the triggering task/data
  • Required fields in new task Flow are not mapped
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)
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: Too many tasks are being created 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
Issue: Wrong Flow is being created Possible Causes:
  • Incorrect Flow selected in “Create Task” field
  • Multiple automations with different Flows
Solution:
  • Edit automation and verify correct Flow is selected
  • Review all automations for the same event

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Frequently Asked Questions

Q: Can I create multiple tasks with one automation? A: No, each Create Task automation creates one task. To create multiple tasks, set up multiple automation rules or use API integrations. Q: Will the created task be assigned to anyone? A: No, Create Task automation creates unassigned tasks. If you need automatic assignment, use Create and Assign Task automation type instead. 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 create a task in a different Flow than the trigger? A: Yes, that’s the primary use case. The trigger event happens in one Flow, and you create a new task in a different Flow. Q: How is this different from Create and Assign Task? A: Create Task creates an unassigned task. Create and Assign Task creates a task AND immediately assigns it to a specific user. Choose based on whether immediate assignment is needed. Q: Can I use Create Task for routing events? A: No, Create Task is not available for routing events (On Routing Finished, On Routing Dispatched, On Start Trip, On Finish Trip). It’s only available for task and data source events. Q: Will field validation rules from the Flow be applied? A: Yes, all Flow field validation rules apply to automatically created tasks. If validation fails, the task creation will fail. Q: Can I create tasks in multiple hubs? A: For task events, created tasks inherit the hub from the trigger task. For data source events, you can configure hub assignment through field mapping if the target Flow has a hub field.