Task Automation is a tool you can use to automatically generate tasks based on a predictable workflow. You may want tasks created automatically after a certain action takes place in Copper, with task automation you can set rules to automatically generate tasks based on those actions.
Watch a quick overview video on Task Automation:
In this module, we'll cover the following:
Understand Task Automation:
You can think of task automation as an if/then statement. If a certain action takes place, then a follow-up task should be created.
For example, let's say every time a lead is created in your workflow, a phone call should be made to that contact within a certain amount of time.
You could create a task automation to assign a task to the record owner after the lead is created. This task would be a phone call activity type.
Define your Workflow:
Before you create a task automation, you'll want to ask yourself some questions to help define how you'll use them.
1. Write down your business cycle as it moves through Copper.
For example, let's say you:
create a lead
qualify the lead
convert the lead to a person
offer that person a demo of your product
give that person a free trial of your product
sign a contract
launch custom onboarding
2. Are there parts of your business cycle that require a follow-up task? Circle those in the list.
3. Take the circled items and turn them into if/then statements.
If a lead is created, then create a task to schedule a phone call in which the record owner can qualify the lead.
If a person is created from lead conversion, then create a task to schedule a meeting to demo the product to them.
If an opportunity status is changed to Contract Sent, then create a task to schedule a phone call to reach out for custom onboarding.
It's also important to note that if you have multiple pipelines, certain task automation triggers will impact all pipelines at once while others can be pipeline-specific.
Create a Task Automation:
Once you know which Task Automation you want to create, your next step will be to set it up. Just follow the steps below:
Sign into your Copper account and click 'Settings' on the lefthand menu.
Scroll down to the 'Automation' section and click 'Task Automations'
Click the blue 'Add New' button.
Enter the name of your task automation in the required 'Name' field and click 'Next.'
In this next section, we'll create an if/then statement. If this action takes place, then create this follow-up task. In the 'Entity' drop-down menu, you choose who or what the initial action relates to. More specifically, you'll select person, company, opportunity, project or lead.
In the 'Trigger' drop-down menu, you'll choose what happens to the entity to result in a follow-up task being created. The options are slightly different depending on what you selected in the previous 'Entity' field. Make your selection in the 'Trigger' field and click 'Next.'
In this final section of the task automation template, you'll define the task that gets created as the result of what you set up in section 2. The only required field to fill out in section 3 is the 'Task Name.' You can optionally fill out the remaining fields like 'Activity Type', 'Owner' and 'Due Date.'
Click the blue 'Save Task Automation' button at the bottom of the page when you're finished.