How to Build, Edit and Use Task Related Triggers

Overview

Tasks can be created in multiple areas—pipelines, campaigns, or directly inside a contact record. This guide walks through creating a task inside a contact and setting up a task-related reminder using the legacy Triggers system, including how to use custom values in reminder messages.

Step 1: Create the Task in a Contact Record

Open any contact record. In the top-right actions area, select Task and click + New Task.

• Enter a task title
• Add a description (optional, but recommended)
• Select the user to assign the task to
• Set the due date

After saving, the task appears in the task panel on the right side of the contact profile.

Step 2: Set Up the Task Reminder Trigger (Legacy)

Go to Automation → Triggers and click Add Trigger. Give the trigger a clear name (for example: “Task Reminder – Assigned User”).

Choose Trigger Type

Select Task Reminder.

Choose Filter Type

• Before number of days — reminder fires days before the due date
• After number of days — reminder fires days after the due date

Step 3: Add Actions

To keep task reminders simple and reliable, it’s usually best to limit actions to:

• Send Email
• Send Notification
• Send SMS

This example uses Send Email.

Configure Email Fields

• Sender: Choose the appropriate “from” email.
• Recipient: Use (no spaces) to notify the assigned user.
• Subject: Include task details (title, due date) using custom values.
• Body: Add task title + description so the recipient knows what to do.

Click Send Test Email to confirm formatting and custom values, then save and activate the trigger.

Pro Tips

• Use custom values: Pull task data into emails for clear, personalized reminders.
• Always test: Send a test email/SMS to confirm values render correctly.
• Use 0 days: Great for same-day reminders (before or after).
• Keep it lean: Too many actions can create noise and confusion.