Respond to a workflow task
A workflow task records a decision or follow-up that a customer workflow needs from your team. It can include a set of response buttons chosen by the workflow.
Some workflow tasks are approval tasks: a workflow that wants to email or text a customer, or make another higher-risk change, pauses and asks first. The task lists exactly the actions the run wants to take, with Approve and Decline buttons. Approving executes exactly those listed actions within a few minutes; declining stops the run and nothing is sent or changed.
Where to find it: Open Tasks, then select the Workflows folder. The folder appears once Workflows is enabled for your business and a workflow has created its first task.
Respond to the task
Select the task from the list.
Review its customer, details, and available responses.
Select the response that matches the decision. A workflow response is final once selected and may start the workflow's next step — or, for an approval task, run or stop the paused actions.
Use the status and Notes fields for your team's internal tracking, then select Save.
Changing the status or Notes field does not save automatically. Cancel restores the last saved values.
Review a form a workflow prepared
Some workflow tasks carry a form the workflow filled in for you, such as a visit prepared after a quote was signed. These tasks arrive unassigned in the Workflows folder with a Review button naming the form.
Your role must allow you to use the form before you can review its prepared values. For example, reviewing a prepared quote requires permission to write quotes.
Select the task, then select the Review button, which names the form (for example, Review Visit). Essential opens that form with the workflow's values already in place.
Check the values and change anything you like, then select Save as you normally would.
Saving completes the task and lets the workflow continue with what you saved. Until then the workflow waits.
Closing the form without saving changes nothing: the task stays open and you can select Review again later to pick up the same prepared values. If you already have unsaved changes in another form, save or discard them first.
Once saved, the task shows View in place of Review, which opens the record you saved.
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