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Task Templates and Workflows

Learn how to create Task Templates and attach automated workflows to streamline recurring processes such as document renewals.

Task Templates allow you to create reusable workflows for recurring processes, such as document renewals.
Instead of creating the same tasks manually each time, you can build a template once and have Expiration Reminder automatically generate the required checklist when an expiration item reaches a specific trigger.

How Task Templates, Workflows, and Tasks Work Together

These three features work together to automate recurring processes:

  • Task Template: Defines the tasks and steps that make up your workflow.
  • Workflow: Determines where and when the template should be used.
  • Tasks: The individual pieces of work that are generated from the workflow.

Once configured, this allows you to automate repeatable processes such as renewal checklists without having to manually create the same tasks every time.

Create a Task Template

To create a Task Template:

  1. Go to Tasks → Task Templates.
  2. Click New.
  3. Enter a Name for the template.
  4. Select a Document Type.
  5. Add a Description.
  6. Add Sections to organize the workflow.
  7. Add Steps within each section.

For each step, you can configure:

  • Step Title
  • Description
  • Due-Date Offset — the number of days after the workflow is triggered that the step is due.
  • Priority
  • Assignee

You can add as many sections and steps as needed to build your workflow.

Add Conditions to Steps

You can optionally add Conditions to individual steps.

Conditions allow you to specify when a particular step should be generated. The step will only be created when the expiration item meets the conditions you've configured.

This is useful when different documents or situations require different steps within the same workflow.

Generate a Template with AI

You can also use Generate with AI to help build a Task Template.

Describe the renewal or work process you want to automate, and AI will draft sections and steps based on your description.

You can review and edit the generated workflow before making it active.

Reorder and Activate a Template

You can drag and drop sections and steps to change their order.

When your template is ready to use, change its Status from Draft to Active.

Only active Task Templates can be attached to workflows.

Attach a Workflow

After creating and activating a Task Template, you can attach it to a Category (document type) or to an individual Expiration Item.

To attach a workflow:

  1. Open the Category or Expiration Item.
  2. Go to the Workflows/Attachments section.
  3. Click Attach Workflow.
  4. Select the Task Template you want to use.
  5. Choose when the workflow should be triggered.

Available triggers include:

  • X days before expiry
  • On expiry date
  • After expiry
  • When marked done
  • On renewal
  • Manual only
  1. Set the Time of Day when the workflow should run.
  2. Choose whether to enable Re-attach on Renewal.
  3. Select the Notification Channels you want to use:
    • Email
    • SMS
    • WhatsApp
    • In-app
  4. Save the workflow attachment.

Re-attach on Renewal

When Re-attach on Renewal is enabled, the workflow will generate a new checklist each time the expiration item is renewed.

This is useful when you need to complete the same series of tasks for every renewal cycle.

For example, if a document requires five steps to be completed every year, enabling this option will regenerate those five tasks whenever the document is renewed.

Manage Attached Workflows

Once a workflow has been attached, you can manage it from the Workflows/Attachments section.

You can:

  • Run Now — immediately generate the tasks from the workflow.
  • Edit — change the workflow's configuration.
  • Detach — remove the workflow from the Category or Expiration Item.

Automatic Task Generation

When a workflow is configured to run automatically, Expiration Reminder checks for workflows that meet their trigger conditions through a background process.

Automatic task generation runs approximately every 20 minutes, so tasks may not appear immediately when a trigger condition is reached.

For example, if a workflow is configured to trigger 30 days before expiration, the tasks will be generated when the background process detects that the expiration item has reached the 30-day trigger.