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Workflow Note Task

Overview

The Workflow Note Task creates or retrieves CRM tasks, activities, and communications in your system. Use it to schedule follow-ups, log activities, assign tasks to team members, and manage your workflow pipeline.

When to use this task:

  • Create follow-up tasks automatically
  • Schedule callbacks and meetings
  • Log phone calls and communications
  • Assign tasks to team members
  • Set due dates and priorities
  • Tag users for notifications
  • Track activity history
  • Retrieve existing workflow notes

Key Features:

  • Create or fetch workflow notes
  • Multiple note types (calls, emails, meetings, tasks)
  • Intelligent due date scheduling
  • Timezone support
  • User tagging and notifications
  • Priority levels
  • Automatic grouping of similar notes
  • Sensitive information flagging
  • Link to emails and calls

Quick Start

Create Workflow Note: 

1. Add Workflow Note task
2. Select Action: Create
3. Set note type
4. Enter client ID
5. Set due date option
6. Add note content
7. Save

Fetch Workflow Note: 

1. Add Workflow Note task
2. Select Action: Fetch
3. Enter workflow note ID
4. Save

Configuration

Action Selection

Create Note: 

Action: Create
Type: Call
Client ID: {{task_15001_client_id}}
Due: Tomorrow
Note: Follow up on pricing inquiry

Fetch Note: 

Action: Fetch
Workflow Note ID: {{task_47001_wfn_id}}

Note Types

Common types: - Call - Phone call task - Email - Email communication - Meeting - Scheduled meeting - To-Do - General task - Follow-up - Follow-up action - Custom - Any custom type configured in your CRM

Type: Call

Client ID (Required for Create)

Client ID: {{task_15001_client_id}}

Must be valid client ID from your CRM.

Due Date Options

Predefined options: 

Due: today
Due: tomorrow
Due: two_days
Due: three_days
Due: four_days
Due: five_days
Due: one_week
Due: one_month

How scheduling works: - today - Due at 8:00 AM today (or now if past 8 AM) - tomorrow - Due at 8:00 AM tomorrow - two_days - Due at 8:00 AM in 2 days - one_week - Due at 8:00 AM in 7 days - one_month - Due at 8:00 AM in 30 days

All times calculated in specified timezone (default: Africa/Johannesburg).

Timezone

Timezone: America/New_York
Timezone: Europe/London
Timezone: Asia/Tokyo

Default: Africa/Johannesburg

Common timezones: - America/New_York - America/Los_Angeles - America/Chicago - Europe/London - Europe/Paris - Asia/Tokyo - Australia/Sydney

Note Content

Note: Follow up with {{task_15001_full_name}} about pricing.
      Budget: ${{task_55001_budget}}
      Products interested: {{task_55001_products}}
      Best time to call: {{task_55001_preferred_time}}

Multi-line content supported. Use variables for dynamic content.

Direction Flag

Direction: 1 (outgoing)
Direction: 0 (incoming)

Optional. Indicates communication direction.

Priority

Priority: High
Priority: Medium  
Priority: Low

Sets task importance level.

Sensitive Flag

Sensitive: yes
Sensitive: no

Marks note as containing sensitive information. Limited visibility.

User Tagging

User Tags: user1@company.com
User Tags: user1@company.com, user2@company.com, user3@company.com

Comma or semicolon separated. Tagged users get notifications.

Email ID: {{task_52001_email_id}}
Call ID: {{task_51001_call_id}}

Links note to specific email or call record.

Output Fields

Field Description Example
task_14001_wfn_id Workflow note ID 12345
task_14001_client_id Linked client ID 67890
task_14001_type Note type Call
task_14001_due_date Due date/time 2026-02-09 08:00:00
task_14001_note Note content Follow up on inquiry
task_14001_priority Priority level High
task_14001_created Creation timestamp 2026-02-08 14:30:00
task_14001_tagged_users Tagged user emails user@company.com

Real-World Examples

Example 1: Automatic Lead Follow-Up System

Workflow: 1. Form Submission - Lead inquiry 2. Match to Client - Find existing contact 3. AI Prompt - Qualify lead 4. If Task - Check lead score 5. Workflow Note - Schedule appropriate follow-up 6. Email - Auto-responder

Qualify Lead: 

Prompt: Score this lead 1-100:
Budget: {{task_55001_budget}}
Timeline: {{task_55001_timeline}}
Company size: {{task_55001_company_size}}
Message: {{task_55001_message}}

Return JSON: {"score": number, "urgency": "high/medium/low"}

Check Score: 

Condition: {{task_38001_score}} >= 80
True: Hot lead - schedule today
False: Check if >= 50 for warm lead

Hot Lead Task (Score >= 80): 

Action: Create
Type: Call
Client ID: {{task_15001_client_id}}
Due: today
Timezone: America/New_York
Priority: High
Sensitive: no

User Tags: sales-team-lead@company.com

Note: 🔥 HOT LEAD - Priority Follow-Up Required

Lead Details:
Name: {{task_15001_full_name}}
Company: {{task_15001_company_name}}
Email: {{task_15001_email}}
Phone: {{task_15001_cell}}

Lead Score: {{task_38001_score}}/100
Urgency: {{task_38001_urgency}}

Budget: ${{task_55001_budget}}
Timeline: {{task_55001_timeline}}
Products: {{task_55001_products}}

Inquiry:
{{task_55001_message}}

Source: {{task_55001_utm_source}} / {{task_55001_utm_campaign}}

Warm Lead Task (Score 50-79): 

Action: Create
Type: Call
Client ID: {{task_15001_client_id}}
Due: tomorrow
Timezone: America/New_York
Priority: Medium

User Tags: sales-rep@company.com

Note: Warm Lead Follow-Up

Lead: {{task_15001_full_name}} ({{task_15001_company_name}})
Contact: {{task_15001_cell}}
Score: {{task_38001_score}}/100

Budget: ${{task_55001_budget}}
Timeline: {{task_55001_timeline}}

Example 2: Post-Demo Follow-Up with User Assignment

Workflow: 1. Webhook In - Demo completed (from calendar/meeting software) 2. Match to Client - Find client 3. Code Task - Determine assigned rep 4. Workflow Note - Create follow-up task 5. Workflow Note - Create reminder for manager 6. Email - Thank you email

Determine Rep: 

// Round-robin or territory-based assignment
const territory = input.task_15001_state;
const reps = {
  'CA': 'rep-west@company.com',
  'NY': 'rep-east@company.com',
  'TX': 'rep-south@company.com'
};

const assignedRep = reps[territory] || 'rep-default@company.com';
const manager = 'sales-manager@company.com';

return {
  assigned_rep: assignedRep,
  manager: manager
};

Create Rep Follow-Up: 

Action: Create
Type: Follow-up
Client ID: {{task_15001_client_id}}
Due: tomorrow
Timezone: America/New_York
Priority: High

User Tags: {{task_42001_assigned_rep}}

Note: Post-Demo Follow-Up

Client: {{task_15001_full_name}} at {{task_15001_company_name}}
Contact: {{task_15001_cell}} / {{task_15001_email}}

Demo completed: {{task_46001_demo_date}}
Products shown: {{task_46001_products_demoed}}
Duration: {{task_46001_duration}} minutes
Attendees: {{task_46001_attendee_count}}

Next Steps:
1. Send proposal
2. Answer questions from demo
3. Schedule decision maker meeting

Key interests expressed:
{{task_46001_interests}}

Questions asked:
{{task_46001_questions}}

Demo rating: {{task_46001_rating}}/5

Create Manager Check-In: 

Action: Create
Type: To-Do
Client ID: {{task_15001_client_id}}
Due: three_days
Priority: Medium

User Tags: {{task_42001_manager}}

Note: Manager Check-In: Post-Demo Pipeline

Check status on demo follow-up with {{task_15001_company_name}}
Assigned to: {{task_42001_assigned_rep}}
Demo date: {{task_46001_demo_date}}
Deal value: ${{task_46001_estimated_value}}

Example 3: Call Logging with Timezone Handling

Workflow: 1. Call Tracking Trigger - Call completed 2. Match to Client - Find customer 3. Speech to Text - Transcribe call 4. AI Prompt - Summarize call 5. Workflow Note - Log call activity 6. If Task - Check if callback needed 7. Workflow Note - Schedule callback

Log Call Activity: 

Action: Create
Type: Call
Client ID: {{task_15001_client_id}}
Due: today
Timezone: {{task_51001_caller_timezone}}
Direction: 1
Sensitive: no

Call ID: {{task_51001_call_id}}

Note: Call Log - {{task_15001_full_name}}

Call Details:
Duration: {{task_51001_duration}} seconds
From: {{task_51001_from_number}}
To: {{task_51001_to_number}}
Status: {{task_51001_status}}
Time: {{task_51001_timestamp}}

Call Summary:
{{task_38001_summary}}

Key Points:
{{task_38001_key_points}}

Action Items:
{{task_38001_action_items}}

Sentiment: {{task_38001_sentiment}}

Schedule Callback (if needed): 

Condition: {{task_38001_callback_requested}} = true

Action: Create
Type: Call
Client ID: {{task_15001_client_id}}
Due: {{task_38001_callback_timeframe}}
Timezone: {{task_51001_caller_timezone}}
Priority: High

User Tags: {{task_51001_agent_email}}

Note: CALLBACK REQUESTED

Customer: {{task_15001_full_name}}
Best time: {{task_38001_preferred_callback_time}}
Reason: {{task_38001_callback_reason}}
Phone: {{task_15001_cell}}

Previous call summary: {{task_38001_summary}}

Example 4: Multi-User Task Assignment

Workflow: 1. CRM Trigger - High-value deal created 2. If Task - Check deal value 3. Loop - Create tasks for multiple team members 4. Workflow Note - Assign specific tasks

High-Value Deal Tasks: 

Loop Items: [
  {
    "role": "Sales Manager",
    "email": "sales-mgr@company.com",
    "task": "Review and approve discount structure",
    "due": "today",
    "priority": "High"
  },
  {
    "role": "Solutions Architect",
    "email": "solutions@company.com",
    "task": "Prepare technical proposal and architecture review",
    "due": "tomorrow",
    "priority": "High"
  },
  {
    "role": "Finance",
    "email": "finance@company.com",
    "task": "Prepare payment terms and contract",
    "due": "two_days",
    "priority": "Medium"
  },
  {
    "role": "Customer Success",
    "email": "cs-lead@company.com",
    "task": "Plan onboarding and implementation timeline",
    "due": "three_days",
    "priority": "Medium"
  }
]

Create Each Task: 

Action: Create
Type: To-Do
Client ID: {{task_47001_client_id}}
Due: {{task_29001_item.due}}
Timezone: America/New_York
Priority: {{task_29001_item.priority}}

User Tags: {{task_29001_item.email}}

Note: {{task_29001_item.role}} - High-Value Deal Task

Deal: {{task_47001_deal_name}}
Value: ${{task_47001_deal_value}}
Expected Close: {{task_47001_close_date}}

Task: {{task_29001_item.task}}

Contact: {{task_47001_primary_contact}}
Company: {{task_47001_company_name}}

Deal Link: https://app.basecloud.com/deals/{{task_47001_deal_id}}

Example 5: Recurring Task Generation

Workflow: 1. Schedule Trigger - Weekly on Monday 6 AM 2. MySQL Query - Get active customers 3. Loop - For each customer 4. Workflow Note - Create weekly check-in task

Get Active Customers: 

Query: SELECT client_id, company, account_manager, last_contact_date
       FROM client
       WHERE status = 'Active Customer'
       AND account_manager IS NOT NULL

Create Weekly Check-In: 

Action: Create
Type: Meeting
Client ID: {{task_29001_row.client_id}}
Due: one_week
Timezone: America/New_York
Priority: Medium

User Tags: {{task_29001_row.account_manager}}

Note: Weekly Customer Check-In

Customer: {{task_29001_row.company}}
Last Contact: {{task_29001_row.last_contact_date}}
Account Manager: {{task_29001_row.account_manager}}

Agenda:
- Review open tickets/issues
- Discuss upcoming renewals
- Identify upsell opportunities
- Gather feedback
- Schedule next touchpoint

Client Portal: https://app.basecloud.com/clients/{{task_29001_row.client_id}}

Best Practices

Due Date Selection

  1. Hot leads - today or tomorrow
  2. Warm leads - two_days to one_week
  3. Cold leads - one_week to one_month
  4. Follow-ups - Based on initial conversation
  5. Check-ins - Regular intervals (one_week)

User Tagging

  1. Tag responsible person - Primary assignee
  2. Include manager for high-priority - Oversight
  3. Tag relevant team members - Collaboration
  4. Don't over-tag - Only those who need to know

Note Content

  1. Include context - What, why, when
  2. Add contact info - Phone, email
  3. Reference source - Form, call, email
  4. List action items - Clear next steps
  5. Include relevant data - Budget, timeline, products

Priority Levels

  1. High - Urgent, hot leads, escalations
  2. Medium - Standard follow-ups, routine tasks
  3. Low - Nice-to-have, future planning

Troubleshooting

Task Not Created

Check: 1. Valid client ID? 2. Valid due date option? 3. Valid note type? 4. User tags are valid emails? 5. Timezone format correct?

Debug: Check workflow logs for errors

Wrong Due Date/Time

Issue: Task due at wrong time or timezone

Cause: Timezone mismatch or incorrect calculation

Solution: - Verify timezone setting - Check due date option (today vs tomorrow) - Remember: All times default to 8:00 AM except "today"

User Not Notified

Issue: Tagged user didn't receive notification

Causes: - Invalid email address - User doesn't exist in system - Notification settings disabled

Solution: Verify user email is exact match in CRM

Duplicate Tasks Created

Issue: Multiple identical tasks for same client

Cause: Workflow runs multiple times or grouping fails

Solution: - Check workflow trigger conditions - Review workflow execution logs - System automatically groups similar notes within 5 minutes

Cannot Fetch Workflow Note

Issue: Fetch action returns no data

Causes: - Invalid workflow note ID - Note doesn't exist - Access permissions

Solution: Verify WFN ID exists and accessible

Frequently Asked Questions

Can I create past-due tasks?

No. "today" creates task due now or 8 AM today (whichever is later). Cannot create overdue tasks.

Can I specify exact time?

No. Times are fixed (8:00 AM) based on due date option. Use "today" for immediate tasks.

Can I edit existing workflow notes?

No. This task creates or fetches only. Edit manually in CRM.

What happens to grouped notes?

System automatically groups similar notes (same client, type, user) created within 5 minutes into single note.

Can I assign to multiple users?

Yes, use User Tags field with comma-separated emails. All tagged users get the task.

Does it work across timezones?

Yes, specify timezone for accurate due date calculation.

No, only one email ID and one call ID per note.

How do I create recurring tasks?

Use Schedule Trigger with Workflow Note task to create tasks on schedule.

  • Match to Client - Get client ID for task creation
  • New Client - Create client before creating tasks
  • AI Prompt - Generate task content intelligently
  • Code Task - Complex task assignment logic
  • If Task - Conditional task creation
  • Loop - Create multiple tasks in batch
  • Email - Send notifications with tasks
  • Schedule Trigger - Recurring task generation