How to use action taskflows?

With an action taskflow, your client can confirm by email that an action has been completed. Once AdminPulse receives this confirmation, the relevant task or subtask can automatically change status. For example, your client can confirm that all required documents for the VAT task or personal income tax task have been submitted.

In this article, we explain step by step how to request documents for the VAT task using an action taskflow.

1. Set up an action taskflow

First, set up the action taskflow. This determines which action your client can confirm and which status the task or subtask automatically receives 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: enter a name for the action taskflow. This name is only used internally.
   • Action name: enter the text that should appear above the action button. You can enter different text for each language.
   • Main task: select the relevant main task.
   • Subtask: if applicable, select the relevant subtask.
   • New status: select the status that the task or subtask should automatically receive.
   • Mark as blocked or as not applicable: use one of these options to block the task or subtask, or mark it as not applicable.
   • Example: this shows a preview of the page your client will see. Use the Language and Company fields to view the example in another language or for another Own Company.

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 one.
3. Place your cursor where you want the action button to appear in the email. Then click Insert taskflow action button.

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

   • Taskflow: select the action taskflow you created earlier.
   • Button text: enter the text that should appear on the action button.
   • Button color: select the color of the action button.

   

5. Click Save.

6. The action button appears in your email template:

   

   👉 How the action appears in the email depends on the email application used by the recipient.

   In Gmail and the new version of Outlook, the action 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. Link the email template to the task template

Finally, link the email template to the relevant subtask in your task template.

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

Example: confirming that the VAT documents have been submitted

This example shows what happens when your client uses the action button to confirm that the documents have been submitted.

1. Your client automatically receives an email asking them to submit all the required documents. Once they have done so, they can confirm this using the action button.

   

   💡 This happens automatically because the Request documents subtask of the VAT task is configured as an automatic email in the task template. The linked email template contains the action button that your client can use to confirm that the documents have been submitted.

2. Your client clicks the action button in the email. They are then taken to a page where they can confirm that all documents have been submitted.

   

   When your client clicks Confirm, the following message appears: Thank you. You can now close this window.

   

   💡 You determine which text your client sees on this page. Configure this text in the action taskflow using the Action name field.

3. The Documents received subtask automatically changes to the status Done.

   

   💡 AdminPulse changes this subtask to Done because this status was configured in the action taskflow.

4. The employee assigned to the Documents received subtask receives a notification that the client has confirmed the action. If the (sub)task has a deadline, it is also shown in the notification.

   

   💡 AdminPulse sends the notification to no more than one employee:

   • If the status of a subtask changes: AdminPulse sends the notification to the employee assigned to the subtask. If no employee is assigned, the notification is sent to the employee assigned to the main task.
   • If the status of a main task changes: AdminPulse sends the notification to the employee assigned to the main task. Employees assigned to its subtasks are not taken into account.
   • If no employee is found in this order: AdminPulse does not send a notification.

   👉 To receive this notification, make sure that the notification type Taskflow action confirmed by end user is enabled in your notification settings.