Workflow Action - Add Task

Overview

The Add Task action allows you to create a new task with a defined due date that will be assigned to a specific user. This is particularly useful for ensuring team members are aware of tasks that need their attention.

Action Name

Add Task

Action Description

This action creates a task within the system, assigns it to a user, and defines a due date by which the task must be completed. You can specify task titles, assign users, set descriptions, and establish deadlines, ensuring task management is easy to organize.

Action Details

How to configure:

Field Name | Description | Mandatory

Title | Title of the task to help users identify it. | Yes

Description | Detailed description of the task, providing context and guidance to the assigned user. | No

Assign To | Select the user to whom the task will be assigned from the available list of users. | Yes

Due In | Set the deadline for the task (e.g., in 1 day, 2 days, 5 days, or "Now" for immediate tasks). | Yes

Due Time | Optional time of day for the due date. | No

Exclude Weekends | Skips weekends when calculating the due date. | No

Example

Let’s say you want to assign a task to a team member, John, to follow up with a lead. You can configure the action as follows:

• Add Task
• Follow-up with Lead XYZ
• Call Lead XYZ and check on the progress of their onboarding process.
• John Doe

The assignee will receive the task, and the due date/time will match the preview shown in the action.

Before you begin

“Workflow Action - Add Task” is part of the Contacts → All Contacts area in Adaptive AI. Create and manage complete contact records. Automation changes can affect many records at once, so the safest approach is to define the intended entry condition, action, and stopping point before publishing anything. The objective is not merely to save a setting; it is to confirm the result works for the staff member or customer who will depend on it.

• Write down the exact trigger, filters, expected action, and condition that should stop or bypass the automation.
• Use an internal test contact with complete sample data, a valid communication channel, and consent appropriate to the test.
• Confirm that every connected account, custom field, pipeline, calendar, or template referenced by the automation still exists and is available.
• Record the current published status and settings so you can compare behavior or restore the earlier configuration if necessary.
• Choose a quiet test window when a controlled enrollment cannot interfere with active customer communication.

Verify the result

After completing the instructions in this guide, use a controlled test before treating the setup as finished. A saved screen or success message confirms configuration, but only an end-to-end test confirms the business outcome.

1. 1Save the configuration, review every branch from top to bottom, and publish only after required fields and warnings are resolved.
2. 2Run one controlled test using known inputs and note the exact time the test record entered the automation.
3. 3Open execution history and confirm that the record followed the expected branch in the correct order.
4. 4Verify the intended message, task, field update, or status change occurred once and contains the correct merged information.
5. 5Run a negative test that should not qualify; it should remain outside the automation without producing side effects.

Troubleshooting checklist

If the result differs from what you expected, preserve the current state and isolate one variable at a time. Start with the checks below before deleting the configuration or rebuilding it from scratch.

• Confirm the automation is published and that the trigger filters match the test record exactly, including capitalization and date conditions.
• Review re-entry settings to determine whether the same record is allowed to enter again or is being correctly excluded.
• Check the first failed or skipped step in execution history instead of changing several steps at the same time.
• Verify wait steps, account time zone, business-hour windows, and scheduled-send rules when an action appears delayed.
• Reconnect or reauthorize any external service that reports an expired credential, missing scope, or unavailable resource.

Best practices

• Use names that state the audience, trigger, and outcome so another administrator can understand the automation without opening it.
• Keep entry filters narrow and add explicit stop conditions to prevent duplicate messages, tasks, or opportunity changes.
• Respect contact consent, do-not-disturb status, quiet hours, and channel-specific opt-out requirements in every communication path.
• Change one behavior at a time, test it, and document the result before expanding the automation to more records.
• Review execution errors and unexpected enrollments after launch, then again after any connected integration or template changes.