Action taskflow

Thanks to an action taskflow, your client can send a confirmation via email. When AdminPulse receives the confirmation, the relevant (sub)task can automatically change status. Typical examples include the confirmation from your client that all necessary documents for the VAT task or the income tax task have been submitted.

Below, we explain step by step how to set up to request documents for the VAT task.

1. Setting up an action taskflow

1. Go to Settings > Taskflow settings > second tab Action taskflow
2. Click on Add at the top to create a new action taskflow.
3. The following fields need to be filled in:
   • Name: choose a name for the action taskflow. This is only for internal use.
   • Action name: The text you enter here will be displayed above the action button. You can also enter this text per language.
   • Main task: Select the relevant main task here.
   • Subtask: Optionally, you can select the relevant subtask here.
   • New status: The status that the (sub)task should automatically receive.
   • Mark as blocked or as not applicable: You can also block the (sub)task or set it to not applicable.
   • Example: Here you see an example of the page your client will see. You can view the example for another language and/or another Own Company via the Language and Company fields.
     

2. Configuring the email template

1. Go to Settings > Email templates
2. Click on Add at the top to create a new email template, or edit an existing email template.
3. Position your cursor where the action button is to appear in the email. Then click on Insert taskflow action button
4. The Add taskflow action screen will then appear. Fill in the following fields:
   1. Taskflow: select the action taskflow created earlier
   2. Button text: the text the action button should contain
   3. Button color: click on the color you want to give to the action button
      
5. Then click on Save.
6. The action button will then appear in your email template.
   
   👉 How the action appears in the email depends on the mail app used by the recipient.
   In Gmail and in the new version of Outlook, it is usually displayed correctly. In older versions of Outlook, the button may appear as a regular link. AdminPulse has no control over this.
    
7. Click Save to save your email template.

3. Customizing the task template with your email template

Go to Settings > Task templates and add your new email template to the appropriate subtask.

Example: confirmation that the documents for VAT have been submitted

1. Your client automatically receives an email. It asks them to submit all documents and, once this is done, to confirm it via the action button.
   
2. Your client clicks on the button in the email. They are then taken to a page where they can confirm that all documents have been submitted.
    
   When they click "Confirm," your client will see the following message: Thank you. You can now close this window.
   
3. The subtask "Documents received" is automatically set to done. 
   💡 AdminPulse can set this subtask to "done" as it was configured in the action taskflow.
4. The employee assigned to the subtask "documents received" gets a notification that the client has confirmed.