A task is a prompt or reminder for someone on your team to perform a non-automated action such as making a phone call to a lead, sending personal gifts to clients, reviewing applications for approval, or following up with a team member. When used as part of a campaign, tasks help keep all of the manual parts of your job automated and on track so that human errors are reduced and communication is streamlined.


You can also set up task outcomes, which allow you to automate what happens after the task is completed based on its outcome. For example, a task directing a team member to call a contact might have several possible outcomes:

  1. Interested, but needs more time: This outcome adds the contact to a series of follow-up actions.
  2. Not interested: This outcome adds a tag “not interested” to the contact and removes them from further related actions.
  3. Left a message/No Answer: This outcome adds the contact to another task for a follow-up call the next week.
  4. No further action: Ontraport requires a task outcome to be selected. You can select the no further action option to meet this requirement.

Steps


Creating a task with the full task editor

  • Go to Messages → the orange new message button →and then name your task according to your naming conventions so that it’s easy to find later.
  • Enter a task subject. This will appear in the subject line in the task notification emails.
  • Designate a due date for the task to be completed X days after it is assigned.
  • Select a task owner. This is the user in Ontraport who will be assigned to complete the task.
  • Type in your task instructions. Merge fields will populate with the information about the assigned contact.
  • Task notifications are only sent if you add one in your task message. Set task notifications by clicking the green add button under the task notification section.  You can use the task notification section to add multiple reminder emails, emails to supervisors that say when the task is completed or overdue, and more.
  • Set outcomes for your tasks (this is optional) if you’d like to set up automation to manage what happens after a task has been attempted, completed, unsuccessful, or has another outcome. To do this, click the green add button in the task outcomes section.
  • In the name dropdown menu, select the green create new outcome button and name the outcome. For example, you might use Approved and Disapproved.
  • You can then add conditions and actions to your outcomes. A condition is an optional requirement that the contact must meet to activate the automated action. An action will determine what happens to the contact when that outcome occurs.
    1. For example, if the task is to call leads and sign them up for your free trial, the Approved outcome might have the condition that the contact must have purchased the free trial product. Then an action would add them to a campaign that sends emails with instructions for getting the most out of the free trial.
  • You have the option to add a form for task owners to fill out when assigned the task. To do so, just select the form you want to add from the dropdown menu.

Creating a quick task and manually assigning tasks

  • Go to your contacts list and select one or more contacts.
  • Click  to open the quick editor.
  • Two tabs will appear:  and  .
    1. If you click , you’ll add your task subject, due date, task assignee and task details.
    2. If you click , you’ll select a saved template or create a new task that will be saved in the main task editor.

Adding tasks to a campaign

  • Go to Campaigns. Create a new campaign or edit an existing campaign.
  • In the part of your campaign where you’d like to add the task, click the plus icon between the elements. Under the Actions tab, click the assign task element.
  • Once the element is added, click on it. The settings sidebar will appear. Under Assign contacts this task, choose a task from the dropdown menu that you would like to be sent, or create a new task.
  • Click the orange done button in the settings sidebar when you’ve finished.
  • Once your task element is set and your campaign is published, any time a contact reaches the task element along their journey, the task will be sent to the appropriate team member who will perform the task.

Adding automation after a task is completed using task outcomes

Once the task is completed, you can set task outcomes and continue automation based on the result.

You’ll use separate goals for each task outcome so that you can create automated responses relevant to each outcome. For example, a goal for a task outcome like Left voicemail might be followed by another assign task element to follow up again or might be followed by an SMS element that tells the contact that you’re trying to reach them.

  • Below the Assign a task element, click the the plus icon or the what happens next element on your campaign.

  • Under the Filters tab, select a goal element. Once the goal element is added to your campaign map, click on it, then click the orange add goal button and then choose Task is Completed.
  • Use the dropdown menu to find the task you want to use for this goal and choose an outcome.
    1. Adjust the goal settings to determine who can achieve this goal. A common setting is Any contact on this map. Then choose what happens if a contact is already on the map. A common setting is Move here when achieved.
  • Next to your goal element, click the plus icon and add a new goal. Use the same task but choose a different outcome. Do this for every outcome option for your task.
  • You can then add an action element like Send an SMS or Send an email under different goals. To do this, click the what happens next element under any goal and choose the action element you want to add.