Workflows: Task Order

Tasks are the individual steps that make up a workflow. They can be used as simple checklist items that are completed manually, or automated to perform actions such as sending messages, resources, paperwork, or invoices based on specific triggers.

Understanding how tasks move through a workflow is important when setting up automations, since tasks are completed in order and each task can affect when the next one runs.

Important Things to Know

• Tasks run in order: Tasks within a phase are completed in the order they appear. A task must be completed before the workflow can move to the next task.
• Tasks can be completed manually: You can manually check off a task at any time to complete it and move the client forward.
• Tasks can be skipped: If a task doesn't apply to a particular client, you can skip it so the workflow can continue without completing that task.
• Automated tasks depend on previous tasks: An automated task will not run until the tasks before it have been completed or skipped.
• Future triggers are scheduled: Tasks triggered by a due date, gestational age, or baby's age will only be scheduled if the trigger date is still in the future when the workflow reaches that task.
• Past trigger dates are not automatically scheduled: If the trigger date has already passed when the workflow reaches the task, it will not automatically run. You can manually complete or skip the task instead.

Task Order & Completion

Tasks are completed in the order they appear within the phase or list. A task must be completed before the workflow can move on to the next task.

For example, if you have a task to send an invoice followed by a task to send a 24-week pregnancy email, the 24-week email will not be sent until the invoice task has been completed, even if the client reaches 24 weeks first.

Completing a Task Early

If you'd like to complete a task before its scheduled trigger, you can manually check it off at any time. Once completed, the workflow will continue to the next task in the sequence.

Skipping a Task

If a task isn't applicable to a specific client, you can skip it rather than completing it. Once skipped, the workflow can continue to the next task once all previous required tasks have been completed.

Learn more about skipping workflow tasks

How Trigger Dates Work

Tasks triggered by a due date, gestational age, or baby's age will only be scheduled if the trigger date is in the future when the workflow reaches that task.

If the trigger date has already passed, the task will not be scheduled automatically. For example, if a client enters a workflow at 30 weeks and the next task is set to trigger at 24 weeks, that task will not automatically schedule because the trigger date has already passed.

If you still want the task to occur, you can manually complete it. If it isn't applicable for that client, you can skip it and allow the workflow to continue.