Help Center

Using Tasks in Workflows

LeadCenter workflows can create tasks automatically as part of your sales, service, or operations processes. This helps your team stay organized by turning workflow steps into assigned tasks without needing to create them manually.

Using the Create Task Action

In the workflow builder, add a Create task action when you want the workflow to generate a task automatically.

You can configure:

• Title — the task title
• Notes — task instructions or context
• Priority — High, Medium, Low, or None
• Status — the starting status for the task
• Owner — the user or team responsible for the task
• Additional assignees — other users who should be involved
• Task list — the list the task should be added to
• Category — the task category
• Due date offset — the due date relative to when the workflow runs

Using Shortcodes in Workflow-Created Tasks

The Title and Notes fields support shortcodes. This allows the workflow to personalize each task using contact or workflow data.

For example, you might create a task title such as:

Follow up with [[first_name]] about [[deal_name]]

When the workflow runs, LeadCenter replaces the shortcodes with the actual values for that contact or workflow record.

Using a Task Template in a Workflow

You can select a Task Template in the workflow’s Create task action. When you do, LeadCenter fills in the task details from the template automatically.

After selecting the template, you can still override any field if you want the workflow to use slightly different values.

Tip: Use task templates in workflows when you want automated tasks to stay consistent across your team.

How Due Date Offsets Work

Workflow-created tasks can use a Due date offset instead of a fixed date. This means the due date is calculated based on when the workflow runs.

For example, you can set a task to be due:

• after 3 days
• after 1 week
• after 5 weekdays
• after 1 month

You can also include a specific due time if needed.

Workflow Behavior Options

When using the Create task action, you choose how the workflow should behave after the task is created.

Create task and continue

The task is created and the workflow moves immediately to the next step. The task exists independently and does not affect the workflow’s progress.

Create task and await completion

The task is created and the workflow pauses at that step until the task is marked Completed. Once the task is completed, the workflow continues to the next action.

Create task, wait for completion, and select next step

The task is created and the workflow pauses until the task is marked Completed. When the user completes the task, LeadCenter asks which downstream Step the workflow should move to next.

Use this option for decision tasks where the correct workflow path depends on the outcome of the work, such as a discovery call, review, or follow-up conversation.

Routing tasks must be completed individually because each task requires a Step selection.

Important: If the workflow is set to Create task and await completion, the workflow stays paused until the task is marked Completed.

How Notifications Work

All task assignees receive notifications when a task is created through a workflow. This helps the assigned users know that new work has been generated automatically.

Viewing Workflow-Created Tasks

Workflow-created tasks appear on the main Tasks page with your other tasks. To review tasks by workflow and workflow step, use the Group by Workflow view on the Tasks page.

When a task is tied to a workflow step, the task details panel can show the related Workflow and Workflow step so your team can understand where the task came from.

Tasks on Household Contact Records

When a workflow-created task is connected to a household, the task may appear on more than one contact record in that household. For example, a task assigned to the Head of Household may also be visible when viewing a spouse or another household member.

This happens because LeadCenter shows household-related tasks across contact records within the household.

If a workflow runs for multiple contacts in the same household, LeadCenter may create a separate task for each contact. This can make the tasks look duplicated, even though each task was created from the workflow run for that contact.

Tip: If you see duplicate-looking workflow tasks in a household, review which contacts the workflow ran for and confirm whether the task should be created for the Head of Household only or for multiple household members.

What Happens if the Task Is Cancelled?

If the workflow is using Create task and await completion, cancelling the task does not move the workflow forward. Only marking the task as Completed allows the workflow to continue.

When to Use Each Workflow Mode

Use Create task and continue when:

• the task is helpful but should not block the process
• the workflow can continue while the task is still open
• the task is informational, follow-up, or parallel work

Use Create task and await completion when:

• the workflow should stop until the work is done
• the task is an approval, review, or required checkpoint
• another workflow step depends on the task being completed first

Best Practices

• Use Create task and await completion for approval or review steps where the workflow should not proceed until the task is done.
• Use Create task and continue for tasks that do not need to block the workflow.
• Use shortcodes in the task title and notes to personalize tasks automatically.
• Set due date offsets carefully so the assignee has enough time before the task becomes overdue.
• Use task templates in workflows to keep automated task creation consistent.
• Monitor workflow-created tasks regularly if you use await completion, so workflows do not stay paused longer than expected.

Frequently Asked Questions

Can a workflow create a task automatically?

Yes. Use the Create task action in the workflow builder.

Can I assign workflow-created tasks to different users?

Yes. You can use different workflow branches and configure different task owners in each branch.

What happens if a workflow-created task is never completed?

If the workflow is using Create task and await completion, the workflow stays paused until the task is marked Completed.

Does cancelling a workflow-created task resume the workflow?

No. Only completing the task resumes a workflow in await completion mode.

Can I use a task template in a workflow?

Yes. The Create task action supports task templates, and you can still override fields after selecting one.

Need help? Contact support@leadcenter.ai.