How can I automate the creation of a task with the relevant record information and dynamically assign it to the record owner?

In today's fast-paced work environment, effective task management is crucial for maximizing productivity and efficiency. To simplify this process, Apptivo introduces “Assigned To" dynamic field feature. enabling you to create and assign tasks dynamically to the appropriate record owner or sales representatives. This ensures that the right members are responsible for the right tasks at the right time.

Steps to Map Attributes and Assign Tasks Dynamically:

• Log in to your Apptivo Account and navigate to the Customers App.
• Click on More Options (...) and select Settings.

• Under Settings, go to General ➡ Collaboration.

• On the Collaboration page, ensure that the “Task” toggle is enabled and set privilege if required.
• Enable the "Map and set your own pre-defined values while creating Tasks" toggle, then click on the "Mapping" button.

• In the Mapping Side panel, associate the relevant customer attributes with the task attributes.
• For example, if you want to populate the task name with "Customer Name and Category," select the "Formula" function from the dropdown and choose the attributes from the customer dropdown on the right.
• By default, by default "System Mapped Field" will be shown and the task will be assigned to the record owner. To customize this, go to the "Assigned to" field, switch to "Attribute" from the dropdown, and click on "Select Attribute," which displays a list of standard/custom employee,contact & team reference apps fields.

• You can select one attribute or multiple attributes and map the values for the fields. You have to click the “update” to save the configuration.

• To create tasks automatically, configure a trigger by going to Settings > Customers > Trigger.
• Select either Event or Time-Based Trigger according to your preference. In this example, we've chosen an event-based trigger.
• Set up the trigger action and criteria based on your requirements. For instance, you can select "Customer Created" as the event and set the criteria as "Customer Name = Not Empty."
• Click on the "Action" dropdown, hover over "Task," and select "Create from Mapping" option. Then, click the create button.

• Now, whenever a customer is created, a task will be automatically generated and assigned to employees or teams based on the mapping configuration.
• For Instance, An E-commerce company handling multiple customers recognizes the need for allocating the tasks associated with the customers to the specific teams.
• Here the customer “Marian” is created. The sales rep associated with this customer is “Rachel John” and its assign to Team (Custom Ref App) is assigned to the “Sales Team”

• Now, whenever a customer is created, a task will be automatically generated and assigned to employees or teams based on the mapping configuration.
• Whenever a customer is created, the task will created and associated with the customer and is assigned automatically to the respective “Sales Rep & Team”

Note:

• If a field is selected for task assignment, but no specific value is assigned, the task defaults to being automatically assigned to the record owner..