Workflow & Task Management**Purpose**
1.2 Ensure accurate assignment based on availability, skills, or workload.
1.3 Provide real-time visibility into project status, deadlines, document requirements, and bottlenecks.
1.4 Reduce manual coordination and errors; improve accountability and client service.
**Trigger Conditions**
2.2 Task added by manager or received via email/form.
2.3 Change in task status, deadline update, or file submission detected in document management system.
2.4 Scheduled daily/weekly team check-in or reporting interval reaches.
2.5 Follow-up or escalation required after staff inaction within set period.
**Platform Variants**
3.1 Monday.com
• Automation: Configure “Assign based on status” or webhook trigger for task board.
• API: `POST /v2/boards/{board_id}/items` with assignment and status fields.
3.2 Asana
• Rule: “When new task is added, assign to user” with comment or due date.
• API: `POST /tasks` specifying assignee, project, and due date.
3.3 Trello
• Power-Up: “Card Repeater” plus assignment automation via Butler.
• API: `PUT /cards/{id}/idMembers` for assigning; `POST /actions/comments`.
3.4 Jira
• Automation: “Assign issues on creation” with conditions for workload balancing.
• API: `POST /rest/api/3/issue` and `PUT /rest/api/3/issue/{issueIdOrKey}/assignee`.
3.5 Slack
• Workflow Builder: Auto-message staff upon task events.
• API: `chat.postMessage` to notify and update status in channels.
3.6 Microsoft Teams
• Power Automate: Trigger assignment message or planner card.
• API: `POST /planner/tasks` for task creation and assignment.
3.7 ClickUp
• Automation: “Assign to” on status change or task creation.
• API: `POST /api/v2/task` with assignee and watchers.
3.8 Airtable
• Automation: Run on record creation/state change to assign staff.
• API: `PATCH /v0/{baseId}/{tableId}/{recordId}` to update assignment.
3.9 Zendesk
• Trigger: “New ticket” routed to accountant based on tags or workload.
• API: `PUT /api/v2/tickets/{id}` for assignee and status.
3.10 Notion
• Integration: Assign task page to user when project tag appears.
• API: `PATCH /v1/pages/{page_id}` to update properties (assignee/status).
3.11 Google Workspace
• Google Apps Script: Auto-generate, assign, and update Google Tasks or Sheets row.
• API: `tasks.insert` for assignment.
3.12 Outlook/Office 365
• Power Automate: Task assignment when email received — create Microsoft To-Do.
• API: `POST /me/todo/lists/{listId}/tasks`.
3.13 SAP Business One
• Workflow: Trigger based on transaction updates to assign follow-up calls/tasks.
• API: `ServiceLayer/Task` resource for creation/updates.
3.14 Smartsheet
• Automated workflow: Assign owner when new row added or task date updated.
• API: `PUT /sheets/{sheetId}/rows` for assignment/status.
3.15 Zoho Projects
• Blueprint/Automation: Rule-based assignment plus reminders.
• API: `POST /projects/{project_id}/tasks`.
3.16 Basecamp
• To-Do assignment: Users added to to-do and pinged on change.
• API: `POST /buckets/{bucket_id}/todosets/{set_id}/todos`.
3.17 QuickBooks Online
• Integration: Task created for accountant on client's file update.
• API: `POST /v3/company/{company_id}/tasks`.
3.18 Wrike
• Automation: Assign tasks by template or status, update progress.
• API: `POST /tasks` and `PUT /tasks/{taskId}`.
3.19 Xero Practice Manager
• Scheduled job: Assign staff to job phases as per workflow configuration.
• API: `POST /jobs` and `PUT /jobs/{id}/tasks`.
3.20 ServiceNow
• Flow Designer: Rule to reassign work items based on urgency/type.
• API: `POST /api/now/table/task`.
**Benefits**
4.2 Increases productivity via prioritized, automated allocation.
4.3 Provides instant, auditable task tracking and accountability.
4.4 Enhances ability to meet deadlines, handle volume, and scale services.
4.5 Enables centralized visibility for managers, reducing oversight workload.