Configure automatic tasks

Context

Automatic tasks allow you to automatically create tasks on opportunities based on their status (for example: new opportunity, quote sent, trip confirmed, etc.).

They prevent oversights, standardize follow-up best practices and save time for teams by automatically triggering actions at the right moment.

Objective

Configure automatic tasks so that predefined actions are added to opportunities when they change status.

Where to find this feature?

To set up automatic tasks, go to the Settings menu, then to Statuses. Then click on a status to access the configuration of associated automatic tasks.

If the Settings menu does not appear, this means you do not have the necessary rights to manage your Caladeo workspace settings. In this case, contact an administrator of your team to adjust your permissions.

Step-by-step

Here are the steps to set up automatic tasks:

1. Open the Settings menu from the main navigation.
2. Access the Statuses section.
3. Select the status for which you want to configure automatic tasks.
4. Click on Add a task or select an existing automatic task to edit it.
5. Fill in the information for the automatic task:
   • Task name
   • Task description (optional)
   • Deadline: number of days
   • Relative deadline: reference used to calculate the deadline (task creation date, opportunity creation date, trip departure date, etc.)
6. Save the changes.

What happens next in Caladeo

Each time an opportunity moves to a status for which automatic tasks are configured, the corresponding tasks are created automatically on the opportunity.

Frequently asked questions

Are automatic tasks created each time the status changes?

Yes. As soon as an opportunity moves to a status with automatic tasks, these are added automatically.

Can I modify an automatic task after it’s created?

Yes. You can modify or delete a task created automatically directly from the Tasks tab of the opportunity (See page: Manage tasks)

Good to know

• Use automatic tasks to standardize sales follow-up (customer follow-up, payment verification, document sending, etc.).
• Avoid multiplying unnecessary automatic tasks to prevent overwhelming teams.
• Test your statuses after configuration to verify that tasks are triggered correctly.