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¶

Builder fields¶

The Field column is the label as it appears in the task builder; Key is the name the value is stored under and referenced by.

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.

Link to Email/Call¶

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

Links note to specific email or call record.

Output Fields¶

Real-World Examples¶

Log an inbound call against the client¶

Call Tracking Trigger
  └─ Match to Client     contact_cell_number: {{task_51001_caller_number}}
      └─ Workflow Note   log the call and its duration

Schedule a follow-up¶

Form Submission
  └─ Match to Client     look the client up
      └─ Workflow Note   create a follow-up task for the account manager

Record an AI summary¶

Email Trigger
  └─ AI Prompt           summarise the message
      └─ Workflow Note   log the summary against the client

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.

Can I link multiple emails/calls?¶

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.

Related Tasks¶

• 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