Journey Actions: Create CRM Task

This Journey Step creates a task in Insightly CRM, assigns it to a CRM user, and links it to the Lead or the Contact associated with the Prospect from the Journey action. All Prospects in the recipient list will trigger this step and will assign the Task to a specified user.

The Prospect will appear in the Task’s Details tab in the Description section. If the Prospect has linked Lead, Contact or both, the Task will be linked to them as well and can be found under Related tab. The Task will have a link back to your Prospect in the description information.

The content is taken from the Prospect’s data.

How it works

When creating this Journey Action, you can use Merge tags to automatically add data to the Task Name and Description fields by clicking the “i” (information) icon in the field box to automatically add information from a Prospect's fields.

The Assigned To field determines who the Task will be assigned to once triggered. The options in the dropdown are organized into three sections: CRM Lead or Contact Owner, Lead User Lookup Fields, and CRM Users. This dropdown is searchable.

The Assigned To Fallback field determines who the Task will be assigned to if the user field the task was originally assigned to is empty Users can select a specific user or Skip Task creation if Assigned To user is empty. This dropdown is searchable.

If the Task is to be assigned to a user lookup field and not a specific user, then the Assigned To Fallback dropdown field can be used.

If Skip task creation if Assigned To user is empty is selected as the fallback, if the Assigned To field selected is empty or null on the Lead or Contact record, the task will not be created.

How Assigned To and Assigned To Fallback options work

Users that can be selected in the "Assigned To" dropdown are:

  • Linked CRM Lead or Contact Owner

  • Any standard or custom user lookup field on the Lead. that has been synced through the CRM Connector

  • A CRM user 

  • Lead user responsible

If the CRM Lead or Contact Owner is selected:

  • If the Prospect is linked to a Contact, the owner of that Contact will get assigned the task.

  • If the Prospect is not linked to a Contact but is linked to a Lead, the owner of that Lead will get assigned the task.

  • If no Contact or Lead is linked, but a Fallback user has been set, the task will be created. If no Contact or Lead is linked, the Journey will progress to the next step without creating a task.

  • If the Prospect is linked to both a Contact and a Lead, the Contact owner will be linked

For all Assigned To and Assigned To Fallback options:

  • If value is empty → The Task will be assigned to the user selected in the Assigned To Fallback dropdown field

  • If value is empty and the Assigned To Fallback field is set to skip → No task will be created

Additional fields

Due Date: Set the Task's due date between 0 and 365 days after the step has been executed.

Category: Select a Category that an Insightly Admin has been previously created, such as New Customers or Services.

Priority: Select Low, Medium, or High Priority to inform users how urgently they should treat the Task.

When: Select when the Task will be assigned to the user, Immediately or After a Wait (which the user will specify). The Wait can be up to 299,999,999 Hours or 2,147,483,647 Days.

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