Action taskflow

With an action taskflow, your client can confirm an action by email. When AdminPulse receives the confirmation, the relevant task or subtask can automatically change status. This is useful, for example, when your client confirms that all required documents for the VAT task or the personal income tax task have been submitted.

In this article, we explain step by step how to set up a document request for the VAT task.

1. Set up an action taskflow

First, set up the action taskflow. This determines which action the client can confirm and which status the task or subtask should automatically receive afterwards.

1. Go to Settings > Taskflow settings and open the second tab Action taskflow.
2. Click Add at the top to create a new action taskflow.
3. Fill in the following fields:
   • Name: choose a name for the action taskflow. This is only for internal use.
   • Action name: the text you enter here is shown above the action button. You can also enter this text per language.
   • Main task: select the relevant main task.
   • Subtask: optionally, select the relevant subtask.
   • New status: the status that the task or subtask should automatically receive.
   • Mark as blocked or as not applicable: you can also block the task or subtask, 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. Configure the email template

Next, add the action button to the email template that will be sent to your client.

1. Go to Settings > Email templates.
2. Click Add at the top to create a new email template, or edit an existing email template.
3. Place your cursor where the action button should appear in the email. Then click Insert taskflow action button.

4. The Add taskflow action screen appears. Fill in the following fields:

   • Taskflow: select the action taskflow you created earlier.
   • Button text: the text that should appear on the action button.
   • Button color: click the color you want to use for the action button.

   

5. Then click Save.

6. The action button then appears in your email template.

   

   👉 How the action appears in the email depends on the email 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. Customize the task template with your email template

Finally, link the email template to the correct subtask in your task 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

In this example, you see what happens when your client confirms via the action button that the documents have been submitted.

1. Your client automatically receives an email. The email asks them to submit all documents and, once this is done, to confirm it via the action button.

   

2. Your client clicks 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 sees 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" because this was configured in the action taskflow.

4. The employee assigned to the subtask "Documents received" gets a notification that the client has confirmed.