Triggers in Task Lists are a powerful way to automate actions based on how users interact with each steps. Whether you want to flag issues, suggest corrective actions, or automatically notify specific team members, triggers can help streamline your workflow and keep your team aligned.
What Are Triggers?
Triggers are automatic actions tied to Task List steps. They allow you to:
Flag an issue: Highlight problems for easy reporting.
Suggest corrective action: Prompt users to fix issues.
Send automated messages: Notify the right team members based on task responses.
By using triggers, you can ensure your team stays informed and takes the right actions at the right time.
Why Use Triggers?
Triggers save time and reduce manual follow-ups. They help avoid marking tasks complete without action (”pencil whipping”) by creating actionable steps or notifying team members directly from your task lists. This ensures accountability and keeps your team focused on what matters.
Step-by-Step: Setting Up Triggers in Task Lists
Here’s how to add triggers to your Task Lists:
Open Your Task List
In the Dashboard, select the Task List you want to edit.
Choose a Step
Find the specific step where you want to add a trigger. Click Add Trigger on the right side under Step Options.
Set the Condition (If...)
Define when the trigger should activate. Examples include:
If a task input is out of range (e.g., temperature, number input)
If a specific response is selected (e.g., "No" in a yes/no question)
Choose the Action (Then...)
Decide what should happen when the condition is met:
Flag an issue for reporting
Suggest corrective action with a prompt
Send an automated message to notify the right team member
(Optional): Add a custom note to that message
(Optional): Add an additional action (each trigger can have up to three actions)
Save the Trigger
Click Add Trigger to save your setup.
FAQs
Q: Can I add multiple actions to a task step?
A: Yes! You can add one, two, or all three actions (flag as issue, suggest corrective action, send automated message) to ensure all necessary actions are covered.
Q: What happens if a user doesn’t respond to the Trigger?
A: A Task List can be submitted without responding to Triggers, like a corrective action prompt. However, this will be flagged in the Task List reporting.
Q: Can I edit or delete Triggers later?
A: Absolutely. Navigate back to the Task List, select the step, and click on “Manage trigger” from the right-hand menu to make your updates.