Workflow rule - Add tasks
The add tasks action enables you to automatically allocate tasks when the selected conditions are met. Once you have selected
Add task
as your action, the following fields open:
- Title- This is the title of the task.
- Description- This is the description of the task
- Due date- This is the due date of the task
- Assignee- This is who the task is assigned to
- Priority- This is the priority of the task
- List- The list field allows you to select an already existing task list for your task
- Status- This is the status of the task, e.g. In progress, complete etc.
- Reminder- This allows you to add a reminder to the ask
- Attachments- add the triggering file to the newly created task. The triggering file could be located in the files module or it could be a file metadata iSheet
Variables
In addition to the above, you can add variable content to the date and assignee fields. Variables are used to dynamically get data from the triggering object.
For example, you may want to automatically assign a task to the site user who added a record to an iSheet with a deadline set for a number of days after the record was added.
There are three fields with variable options within the
Add task
action; Start date
, Due date
and Assignee
.note
As of June 2024, you can use a default or system-generated Folder link (i.e. from a Folder / File Metadata iSheet, not a Folder Link column from a standard iSheet) as an insert variable in the task description.
Start/Due date
Select
Insert Variable
beside the due date field to display the Insert variable - Due date
screen.
In the
Variable to be used
dropdown, you see all of the variables available to you. In this example, we have Created date
.Select the variable that you want to use (we have chosen created date for this example) and select
Insert
. 
This means that this field will be populated on the date that a record has been created within an iSheet, or a file has been created in a folder.
note
You do have additional options, such as + or - x amount of days and to exclude weekends. This means that you can select a created date, +10 days but excluding weekends, and the new date will be automatically calculated
Assignee
Select
Insert Variable
beside the assignee field to display the Insert variable - Assignee
screen.
In the
Variable to be used
dropdown, you see the variables available to you. In this example, we have File author
.Select the variable you want to use, (we have chosen file author for this example) and select
Insert
. 
This means that the task is assigned to the author of the file that is uploaded.
note
This variable can be used for both files and iSheets. If your trigger is an iSheet, any user lookup column can be used as the variable.
The variables available for adding a task are:
- Title
- Description
- Start date
- Due date
- Assignee
Select
Save
to save your actions.Attachments
When creating a rule, select
Add action
. Select Add task
as the action.
Enter the relevant details for the task that is to be added.
note
Please note that you must select the
Attach triggering file
checkbox to ensure the triggering file is attached to the newly created task.Once set up, select
Save
. Your new rules and actions are saved.