As of 5.4, you can automate the creation of lists, tasks and sub-tasks for quick work allocation. This is useful for those who want to automate task assignments for repeatable processes.
Conditions in an iSheet form, dates or files can trigger the creation of a list containing multiple tasks and sub-tasks.
Configuring the rules
Below, we have detailed how to build a rule to automatically create a task list and add tasks to it.
Navigate to Site admin > Workflow > Rule builder:
The Rule builder screen will be displayed:
You can either select an existing workflow, or create a new workflow. Once the workflow that you wish to add the rule to exists, click it to display that workflow.
Within the Workflow screen, either add a new rule, or edit an existing rule. Within the Add/Edit rule screen, navigate to the Triggers screen, and set up your trigger, an example of which may be seen below:
Click Save and continue. The Actions tab will be displayed. For this specific rule, your action needs to be set to Add task.
Please note, you can set your action to add multiple tasks to a new list, and not just a single task.
An example add task action is shown below:
In order to add a new task list, click Add new List. Then you will be able to either free text enter a list name, or use a variable, or a combination of free text and variable.
In order to add multiple tasks to the same list, then simply set up the rule with all the tasks, then duplicate the Add new List setting so that all the tasks are created with the same list label. Only one list will be created and all tasks will be added to it.
You can add a list with a variable within this screen. The variable is taken from the triggering option (in this example; Address) and this variable can be used to create the list name. You can do this with all of the tasks you have added to avoid duplication of task lists being created.
Add sub-tasks
When a task is created, you can also create multiple sub-tasks. Sub-tasks are helpful when you need to break up a task into smaller parts and divide it up between different assignees. When a sub-task is automatically created, you can include the title, description, due date and assignee.
Each task can have a maximum of 20 sub-tasks.
Click Add sub-task at the bottom of the Add rule window.
Enter the Title optionally a Description, Due date and Assignee.
Click Add sub-task again to add more sub-tasks. Click Save when you have defined the task and all sub-tasks.
