Workflows: How to Automatically Create a Task When a Client Reaches Their Check Back Later Date

Note: This feature is only available for Senior Place Premium subscriptions and Administrator users.

Using the Check Back Later Status can be useful for tracking potential future clients; however, it can be tedious to regularly monitor those profiles.

That's where this Workflow comes in handy. Rather than manually checking that Status for clients you want to follow up with, you can have this Workflow automatically create a task for you whenever a client reaches the Check Back Later Date you set.

Follow these steps to set up the Check back later follow-up task Workflow:


1) Navigate to Workflow settings

  1. Click the Settings Cog
  2. Choose the Settings option
  3. Choose the Agency settings tab
  4. Choose Workflows

2) Create a new Workflow

Click the Create workflow button to create a new workflow.


3) Configure the new Workflow

  1. Choose Check back later follow-up task
  2. Edit the Name and Description (optional)
  3. Click Create workflow

4) Customize the Workflow

  1. Choose which Status(es) will allow the Workflow to trigger. For the Workflow to trigger, the client will need to be in the defined Status(es) and have reached their Check Back Later Date.
  2. Edit the Task description (this is the task that will be created when the Workflow triggers)
  3. Choose who the task will be assigned to. If you'd like the task to be assigned to whoever the client is assigned to, leave this dropdown blank.
  4. Determine how many days after the Check Back Later Date the Task will be created.
  5. Assign a Task type (optional)
  6. Choose whether or not to Notify the task owner when the task is automatically created.
  7. Click Publish workflow

5) Monitor Workflow Runs (Ongoing)

Once you've published a Workflow, you'll want to keep an eye on upcoming and completed executions! This can be done in three areas:


a) Within a Client Profile

On a client's Overview tab, you'll see the Workflow automation section whenever there is an upcoming or completed Workflow associated with that individual! If a Workflow hasn't yet run (as indicated by the yellow clock icon 🕚), you can click the trashcan icon 🗑️ to stop the Workflow from being executed.

b) Within My Settings > Workflows

By navigating to My Settings > Workflows, you can see, in one place, all of the pending Workflow Runs for clients Assigned to You! You can also stop those Workflow Runs directly from this page by clicking the trashcan icon 🗑️ next to the specific Workflow Run.

c) Within Custom Reports

If you want to see a more nuanced list of your Workflow Runs, Custom Reports is the place to go. In the image below, we pull a report of all upcoming Workflow Runs across our entire agency. If you want to learn more about how to build Custom Reports, consider giving this tutorial a look or reach out to our support team at support@seniorplace.io.


Have more questions? Feel free to reach out to us at support@seniorplace.io!

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