As the Admin, you can set up conditional workflows to automatically either archive or delete tasks when they meet the conditions. This saves you and your members’ time to repeatedly and manually organize tasks. DottedSign’s ‘Auto Task Management’ feature comes in handy! Please follow the steps below to manage your Auto Task Management Flow:
*Note: Auto Task Management is a premium feature, available for the Business plan and above. Get your free trial here.
How to Create My Auto Task Management Flow
- Go to the “Admin Console”.
- Click “Auto Task Management” under the Tasks section.
- Click “Create”.
- Key in the “Condition Name” of this auto management flow.
- Select the process, i.e., Archive or Delete, you’d like the task to be automated when the conditions are met.
- Set the “Task conditions” you want it to apply to this automation by choosing the task range and status.
6.1 Select “All tasks created by team members” if you’d like this automation to apply to every
task created by your team members.
6.2 Alternatively, you may set the condition to “Task created from a template”. In this case, the
automation will apply only when the task is created from your selected template.
6.3 When you set the condition to "Task created from a template”, you can then click “Select
Templates” and select the template you’d like this automation to apply to, and click
“Continue”.
6.4 Select the “Task Status” in a choice of completed, voided, declined and expired that you’d
like the task to be automated. You may also select multiple task statuses or all to apply.
- Set the “Execution time” for this automation to happen.
7.1 Select “Immediately execute the flow when the condition is met” if you’d like the tasks
to be automatically managed right away.
7.2 Select “Execute the flow in X amount of days” if you’d like the automation to happen for
later, setting a delay for a set amount of days between 1 to 30 days.
8. Click “Create”.
*Note:
- The auto-management flow will only apply to ongoing tasks and tasks that are created after the creation of the flow. The auto management flow will not apply to tasks completed (including voided, expired and declined) before the flow has been created.
- The auto-management flow only makes changes to tasks that are created by the team members.
- Each task will only trigger the auto-management flow once. For example, the task archived by the auto-management flow will not be archived again if that task was unarchived by the member manually.
*Note: A new automation flow cannot be created if there is a conflict with an existing auto-management flow. For example, the current auto-management flow is conditioned to delete tasks that are expired. In this case, you will not be able to set up another flow to archive all the expired tasks as it contradicts your current flow.
How to Edit My Auto Task Management Flow
- Go to the “Admin Console”.
- Click “Auto Task Management” under the Tasks section.
- Locate the auto task management flow you’d like to edit and click “More (···)” to expand the settings tab.
- Select “Edit” and make changes to the preset conditions according to your needs.
- Click “Save”.
*Note: The edited auto task management flow will only apply to tasks that are completed (including voided, expired and declined) after the editing.
How to Delete My Auto Task Management Flow
In case you find the flow is no longer needed, or you reach the limit of numbers available for creating an Auto Task Management Flow, you may consider deleting the flow. Please see the following to delete your Auto Task Management Flow:
- Go to the “Admin Console”.
- Click “Auto Task Management” under the Tasks section.
- Locate the auto task management flow you’d like to edit and click “More (···)” to expand the settings tab.
- Select “Delete”.
- Click “Confirm”.
Frequently Asked: What if I have reached my usage limit of Auto Task Management Flows?
The default number of Auto Task Management Flow available for each Admin is five(5). Once you have reached the default usage limit, there are two ways you can do:
Method 1 - Increase the usage limit under your Admin account
If you’d like to create more auto task management flows, please contact our team and we will be happy to help. More details below:
If you subscribed through the self-serve process (via our website ): Please reach out to our customer success team at support@info-dottedsign.com.
If you subscribed through our Sales team: Please reach out to your Sales Representative or Account Manager. The dedicated point of contact will assist you with the request.
Method 2 - Reduce the number of auto-task management flow
Alternatively, you may reduce the number of existing automation workflows. Please refer to the above section, “How to Delete My Auto Task Management Flow”, to reduce the number of created auto workflows.
*Note: Auto Task Management is a premium feature for Business plan and above. Get your free trial here.
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