In this guide, we'll discuss how tasks work within Workflows.
Adding the task action to a workflow
You can add a collection of tasks to your with the following steps:
After creating a workflow, click Add new action in the top right-hand corner.
Select Assign tasks from the action selection menu.
Name the action. This can be related to the group of tasks that will be linked to this action.
Adding a task name and description
After adding the task action, you can create your first tasks. Each task can have it's own specific name. This should be a concise point about what has to be achieved to completed the task.
Each task can also have its own description for further information - this can be added by clicking details when hovering over the task. This can contain a larger description of what needs to be done, and can include links to third party sources as needed.
Adding a task assignee
Each task has the option to have an Assignee. This is the user that receives the task to complete.
The available assignee options are:
@Employee (the user assigned to the workflow) or @Manager (the manager of the user assigned to the workflow) — dynamically resolved when the workflow runs.
Specific person — select a named individual within your organisation.
Team — assign the task to an entire team so that any member can claim and complete it. The team is identified by its name and associated space. For more details, see team task assignments for Workflows.
Custom field — assign based on a person-type custom field on the subject's profile.
You can also leave the assignee blank and manually assign the task on a case-by-case basis.
Adding a Trigger date
You can set a specific trigger date for each task, so that they will only appear available to the assignee as needed.
The following trigger dates are available to use:
Today (the day the user is added to the workflow)
First working day
Last working day
Probation end date
Custom (a specific date)
You can also dynamically use the Before or After options to further specify the trigger date. For example:
1 week after the employee's first working day.
1 month before the employee's probation end date.
Adding a due date
You can set a due date for each task. This will be the date that the task is expected to be completed. The options for Due date are:
Same as trigger date.
1 day after trigger date.
3 days after trigger date.
1 week after trigger date.
2 weeks after trigger date.
1 month after trigger date.
Custom (a specific date)
Task reminders
Humaans can automatically send reminders to task assignees so that tasks don't slip through the cracks. Reminders are delivered via email and Slack (if your organisation has the Slack integration connected).
Reminders are scheduled at 10:00 AM in the assignee's local timezone, so they arrive at a convenient time during the working day.
Tasks with a due date
When a task has a due date, reminders follow this schedule:
3 days before the due date — “[Task] is due in 3 days”
1 day before the due date — “[Task] is due tomorrow”
On the due date — “[Task] is due today”
3 days after the due date — “[Task] is 3 days overdue”
Tasks without a due date
When no due date is set, reminders are sent based on how long the task has been open:
After 3 days — “Still on your list: [Task]”
After 7 days — “[Task] has been open for a week — still relevant?”
After 14 days — “Last reminder: [Task] is still open”
Managing your reminders
You can manage reminders in the following ways:
Complete or cancel the task — Marking a task as completed or cancelled will automatically stop any future reminders for that task.
Mute reminders — From a Slack reminder notification, use the overflow menu to mute future reminders for that specific task.
Update the due date — Changing a task's due date will automatically reschedule all pending reminders to align with the new date.
Team task reminders
When a task is assigned to a team rather than an individual, all members of the team will receive reminders. Once a specific team member picks up the task (or is assigned to it), reminders will be sent only to that individual.
Cancelling and restoring tasks
If a task or email is no longer needed for a specific user, you can cancel it rather than leaving it open or marking it as completed. Cancelling will update the status to cancelled and stop any future reminders.
Cancelling a task
To cancel a task:
Navigate to the user’s workflow and find the task you wish to cancel.
Click the ... menu on the task, then select Cancel task.
The task status will change to cancelled and all future reminders will be stopped.
You can also cancel all tasks within an action at once by clicking the ... menu on the action and selecting Cancel all tasks. This will cancel all upcoming and active tasks in that action.
Cancelling an email
Workflow emails can also be cancelled in the same way. Click the ... menu on the email and select Cancel email. Only upcoming or active emails can be cancelled.
Restoring a cancelled task or email
If you need to reinstate a cancelled task or email:
Click the ... menu on the cancelled task or email.
Select Restore task, Restore email, or Restore all tasks as needed.
The item will be restored to its previous status and reminders will resume accordingly.
Note: Only tasks and emails with an upcoming or active status can be cancelled. Completed or errored tasks cannot be cancelled.