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Workflow Recipe - Automatically create Tasks from different triggers within Copper
Workflow Recipe - Automatically create Tasks from different triggers within Copper

Workflow Recipe - Automatically create Tasks from different triggers within Copper

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Written by Success at Copper
Updated over 10 months ago
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These Workflow Automation recipes will allow you to automate the creation of Tasks based on different triggers within Copper.

Note: If you are looking to recreate Automated Actions with the Workflow Automation feature, these recipes will cover 95% of common use cases. If you need additional assistance with setting up a workflow, you can sign up for our Workflow Automation Office Hours or create a Community post.

For example, you may want to automatically create a task when:

We'll go into detail about how to create each automation below, or you can click the above links to be brought to the specific instructions.

If you're looking for an overview or more general information on automating your workflow, please view our article on Automating your Account with Workflow Automation.

For each of these recipes, we'll start by navigating to Settings > Customize Copper > Workflow Automation. Then click "Add New" in the upper right corner.

Recipe 1 - Create a Task when a new Lead is 1 day old

More specifically, when a Lead's status is "New" and it's duration is more than 1 day, create a Task with the Activity Type "To-do", a due date of 1 day later at 11am, and a reminder 1 day later at 2pm.

Use case: Receive a reminder to reach out to a new Lead that has been added to Copper.

Benefit: Ensure initial outreach to all new Leads. Stop letting potential revenue fall through the cracks.

Setup Instructions:

  1. Name your workflow something recognizable. In this example, we'll call it "New Lead Outreach"
    ​

    Screen_Shot_2019-03-15_at_11.22.59_AM.png

  2. Define the trigger as based on a Lead and the trigger type as "Check once a day"

  3. Add 2 trigger conditions:
    ​

    1. When the Status equals "New"

    2. and the Days in Status equals "1"

  4. Set Filter Conditions to "All of the conditions are met (AND)"
    ​
    When you're finished, your trigger should look like this:
    ​

    unnamed__1_.png

  5. Define the Action type as "Create" and what it is creating as "Task"

  6. Add 6 fields and define what details will be added to each field when the Task is created.
    ​
    Set the following fields:

    1. Name - Use a Formula - "Contact New Lead"

    2. Due Date - Use a Formula - DATEADD(CURRENTDATE(),1)

    3. Due Time - Standard - 9:00 AM

    4. Reminder Date - Use a Formula - DATEADD(CURRENTDATE(),1)

    5. Reminder Time - Standard - 2:00 PM

    6. Activity Type - Standard - To Do
      ​
      When you're finished, your Action should look like this:
      ​

      unnamed.png

  7. Save your workflow.

  8. Turn on your workflow.

Recipe 2 - Create a Task when you convert a Lead into a Person

More specifically, when a Lead record is converted into a Person record, create a Task with an Activity Type of "To-do", a due date of 1 day later at 10:30am, and a reminder 1 day later at 1:30pm.

Use case: Receive a reminder to reach out to a new contact that you've qualified and converted from a Lead.

Benefit: Ensure that qualified Leads are receiving adequate outreach, so you maintain sales momentum.

Setup Instructions:

  1. Name your workflow something recognizable. In this example, we'll call it "Qualified Lead Intro"
    ​

    Screen_Shot_2019-03-15_at_11.23.36_AM.png

  2. Define the trigger as a Person and the trigger type as "is Created"

  3. Add 1 trigger condition:

    1. When "Is converted from Lead" equals true

  4. Set the Filter Conditions to "All of the conditions are met (AND)"
    ​
    When you're finished, your trigger should look like this:
    ​

    mceclip0.png

  5. Define the Action type as "Create" and what it is creating as "Task"

  6. Add the 7 and define what details will be added to each field when the Task is created.
    ​
    Set the following fields:

    1. Name - Standard - Contact New Person (from Lead)

    2. Owner - Use a Formula - assignee_id

    3. Due Date - Use a Formula - DATEADD(CURRENTDATE(),1)

    4. Due Time - Standard - 10:30 AM

    5. Reminder Date - Use a Formula - DATEADD(CURRENTDATE(),1)

    6. Reminder Time - Standard - 1:30 PM

    7. Activity Type - Standard - Phone Call
      ​
      When you're finished, your Action should look like this:
      ​

      recipe_2_-_2.png

  7. Save your workflow.

  8. Turn on your workflow.

Recipe 3 - Create a Task when an Opportunity is moved to a "Presentation" Pipeline Stage

More specifically, when an Opportunity that is in the Sales Pipeline is moved to the Presentation stage, create a Task with the activity type of "To-do", a due date of 1 day later at 9am, and a reminder 1 day later at noon.

Use Case: Receive a reminder to schedule a presentation meeting after you move any Opportunity in the Sales Pipeline to the "Presentation" stage.

Benefit: Ensure that presentations and demos are scheduled in a timely matter when we reach that stage of the sales cycle.

Setup Instructions:

  1. Name your workflow something recognizable. In this example, we'll call it "Schedule the client presentation"
    ​

    Screen_Shot_2019-03-15_at_11.49.32_AM.png

  2. Define the trigger as an Opportunity and the trigger type as "Is Created or Updated to Match"

  3. Add 2 trigger conditions:
    ​

    1. When Pipeline equals Sales

    2. When Stage equals Presentation

  4. Set the Filter Conditions to "All of the conditions are met (AND)"
    ​
    When you're finished, your trigger should look like this:
    ​

    mceclip1.png

  5. Define the Action type as "Create" and what it is creating as "Task"

  6. Add 7 fields and define what details will be added to each field when the Task is created.
    ​
    Set the following fields:

    1. Name - Standard - Schedule Presentation

    2. Owner - Use a Formula - assignee_id

    3. Due Date - Use a Formula - DATEADD(CURRENTDATE(),1)

    4. Due Time - Standard - 9:00 AM

    5. Reminder Date - Use a Formula - DATEADD(CURRENTDATE(),1)

    6. Reminder Time - Standard - Noon

    7. Activity Type - Standard - To-Do
      ​
      When you're finished, your Action should look like this:
      ​

      recipe_2_-_2.png

  7. Save your workflow.

  8. Turn on your workflow.

Recipe 4 - Create a Task when an Opportunity is Inactive for (x) Days

More specifically, when an Opportunity reaches 14 days of inactivity, create a Task with an activity type of "To-do", a due date of 1 day later at 9am, and a reminder 1 day later at noon.

Use Case: Receive a reminder to to check in on an opportunity after it has been inactive for two weeks.

Benefit: Ensure that no open opportunities slip through the cracks. Negate the need to manually check on their last date of activity to find deals that need a touchpoint.

Setup Instructions:

  1. Name your workflow something recognizable. For this example, we'll call it "Inactive Opportunity - 14 days"
    ​

    recipe_4_name.png

  2. Define the trigger as an Opportunity and trigger type as "Check Once a Day"

  3. Add 2 trigger conditions:

    1. When Inactive Days equals 14

    2. When Status equals Open

  4. Set the Filter Conditions to "All of the conditions are met (AND)"
    When you're finished, your trigger should look like this:
    ​

    reciper_4_trigger.png

  5. Define the Action type as "Create" and what it is creating as "Task"

  6. Add 7 fields and define what details will be added to each field when the Task is created.
    ​
    Set the following fields:

    1. Name - Standard - Opportunity Inactive 14 days

    2. Owner - Use a Formula - assignee_id

    3. Due Date - Use a Formula - DATEADD(CURRENTDATE(),1)

    4. Due Time - Standard - 9:00 AM

    5. Reminder Date - Use a Formula - DATEADD(CURRENTDATE(),1)

    6. Reminder Time - Standard - Noon

    7. Activity Type - Standard - To Do
      ​
      When you're finished, your Action should look like this:
      ​

      mceclip0.png

  7. Save your workflow.

  8. Turn on your workflow.
    ​
    ​

Recipe 5 - Create a Task when the close date of an Opportunity is within 30 days

More specifically, when an open Opportunity has a Close Date within 30 days of the current date, create a Task with the activity type of "To-do", a due date of 1 day later at 1:30pm and a reminder 1 day later at 3:30pm.

Use Case: Receive a reminder to check in with an open deal that is estimated to close within one month.

Benefit: Keep the momentum on your open, active deals that are getting close to closing. Ensure that you are reminded of anything that is slated to close within the next month.

Setup Instructions:

  1. Name your workflow something recognizable. For this example, we'll call it "Close Date within 30 days - Check in"
    ​

    recipe_5_-_name.png

  2. Define the trigger as an Opportunity and trigger type as "Check Once a Day"

  3. Add 2 trigger conditions:
    ​

    1. Close Date - Equals - Use a Formula - DATEADD(CURRENTDATE(),30)

    2. Status - Equals - Standard - Open

  4. Set the Filter Conditions to "All of the conditions are met (AND)"
    ​    When you're finished, your trigger should look like this:
    ​

    recipe_5_-_trigger.png

  5. Define the Action type as "Create" and what it is creating as "Task"

  6. Add 7 fields and define what details will be added to each field when the Task is created.
    Set the following fields:
    ​

    1. Name - Standard - 30 days until Opportunity Close Date

    2. Owner - Use a Formula - assignee_id

    3. Due Date - Use a Formula - DATEADD(CURRENTDATE(),1)

    4. Due Time - Standard - 1:30 PM

    5. Reminder Date - Use a Formula - DATEADD(CURRENTDATE(),1)

    6. Reminder Time - Standard - 3:30 PM

    7. Activity Type - Standard - To Do
      ​      When you're finished, your Action should look like this:
      ​

      mceclip1.png

  7. Save your workflow.

  8. Turn on your workflow.

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The Copper team will be continuing to build out the Workflow Automation capabilities and we want your feedback! Submit here.

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