Recurring Date Functionality in Automation Builder
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Jean-Philippe Ghyoot
The automation builder currently lacks the ability to create or update the due date field in a record using recurring date functionality. This feature would be highly beneficial for a variety of use cases.
Use Case Example:
In a service company, such as an accountancy firm, there are numerous monthly tasks like bookkeeping or payroll. After setting up a client’s account and selecting the relevant services, an automation could run to generate these recurring tasks automatically. This would streamline workflow and ensure timely task management.
Adding this feature would greatly enhance the functionality and utility of the automation builder, particularly for businesses with repetitive tasks.
Nate Montgomery @ SmartSuite
Merged in a post:
Create a recurring task from an automation
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Rowena Cook
You can only turn a task into a recurring one once it is manually created from the due date field settings. It would be good to have the option to do this in an automation when a task is created then it can be set to recurring automatically in the automation due date field.
Jon Darbyshire
Hey Rowena Cook, thanks for your feedback! I have a few more questions for you:
- Can you provide more details on how frequently you would like the tasks to recur (daily, weekly, monthly, etc.)?
- Are there specific conditions or triggers that should initiate the creation of a recurring task?
- Would you like to have the ability to modify or cancel the recurrence of a task once it's been set up in an automation?
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Rowena Cook
Hi Jon Darbyshire,
- In my particular case, weekly.
- I would ideally like it to run like this: When the client record status changes to "Live" » create X task then within that automation, the option of having this repeat automatically on a weekly basis. It could also work from when X task is complete » create X task then within that automation, the option of having this repeat automatically on a weekly basis.
- Good question, ideally for me, I would have it as when the client record status changes to "Churned" then stop the automation for that client. Alternatively, set a condition that this automation only runs if the client status = live. Essentially, I only want this automation for live clients. Writing this out loud, I appreciate this may be difficult, so if it could be turned of on a task record level or automation level we could do that manually (or individually for clients?)
Jon Darbyshire
Hiya Jean-Philippe Ghyoot, thanks for this post! I have a few more questions for you:
- Can you provide more examples of the recurring tasks that you would like to automate?
- What is the frequency of these recurring tasks (daily, weekly, monthly, etc.)?
- Are there any specific conditions or triggers that should initiate the automation of these tasks?
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Jean-Philippe Ghyoot
Hi Jon Darbyshire
Examples of Recurring Tasks
In an accountancy firm, there are several recurring tasks that need to be managed efficiently. Here are a few examples:
- Monthly Bookkeeping: Collecting and recording financial transactions, reconciling accounts, and generating financial reports.
- Payroll Processing: Calculating employee salaries, withholding taxes, and disbursing payments.
- Tax Filings: Preparing and submitting VAT returns, income tax returns, and other necessary tax documentation.
- Client Invoicing: Generating and sending invoices to clients for services rendered.
- Financial Reviews: Conducting regular reviews of financial statements and performance metrics with clients.
Frequency of Recurring Tasks
These tasks typically follow these frequencies:
- Daily: Bank reconciliations, expense tracking, and client support.
- Weekly: Payroll processing for clients with weekly payroll cycles, and weekly financial status reports.
- Monthly: Bookkeeping, payroll processing, VAT returns, and client invoicing.
- Quarterly: Quarterly tax filings and financial reviews.
- Annually: Annual financial statements, tax filings, and strategic planning sessions.
Specific Conditions or Triggers
The following conditions and triggers could be implemented:
- Client Onboarding: When a new client is added and specific services are selected, an automation could initiate the creation of all relevant recurring tasks using a service start date define in the client record for example.
- Service Updates: If the services for a client are updated (e.g., adding payroll processing), the system should automatically adjust the recurring tasks accordingly, once again using a referenced service start date defined in the client record.
Hope that helps?
Regards