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How to Create a Workflow Task in the Task Builder
How to Create a Workflow Task in the Task Builder
Todd Kivimaki avatar
Written by Todd Kivimaki
Updated over a year ago

Workflows are a powerful feature of Spiro that will allow you to streamline your steps to complete a job after the shoot. ​

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Go to https://admin.spiro.media/

1. Click on Settings…

2. Click on Task Builder

Click on Task Builder

3. Click on Create New

Click on Create New

4. Enter the Name of this Task

Enter the Name of this Task

5. Select Task Type

  1. Job - this task will be assigned 1 time per job. Duplicates will be removed

  2. Service - this task will be assigned for each service on the job. Duplicates can exist on a job

Example: "Deliver Media" Task

Job scenario - if you send 1 delivery email per job that contains all of the media (Photography, Video, 3D, Drone, etc) you would not want duplicate "Deliver Media" tasks. In this case "Deliver Media" should be a "Job" Task Type

Service scenario - if you send a delivery email for each individual service you perform (Photography, Video, 3D, Drone, etc) then you would want this task to be a "Service" Task Type. The system will allow duplicated to exist on the job.

Select Task Type

6. Select the Category of this Task

Categories allow you to easily and quickly group tasks. You may wish to have a "Photo Editing" category where all types of photo editing are combined. Other examples of Task categories are "Video Editing", "Quality Control", "Delivery", "Client Outreach" etc.

You can create new Task Categories directly from this window if needed, follow the steps below:

Select the Category of this Task

7. Create a new Task Category

  1. Click "Add New"

  2. Select the icon

  3. Name the Category

  4. Click "Create Category"

Now you may select this newly created category from the dropdown

Create a new Task Category

8. Enter Task Instructions

These instructions will appear to the assignee of the task.

Enter Task Instructions

9. Select "System Task Options"

  1. Required Delivery Email - If selected then a delivery email has to be sent to complete this task. If the email is not sent the Task will not be considered complete

  2. Use Automatic Merge Fleet - Spiro's AI Video Editing feature - To find out more contact us at [email protected]

  3. Webhook Only Task - Do you need to send a webhook from this task to trigger another workflow or action outside of Spiro?

10. Set the Due Date

When is this task due?

Due Date Options:

  1. Due Immediately - as soon as the job has been completed by the photographer the task is due

  2. X Days After Appointment (Sun-Sat) - Set the number of days after an appointment the task is due. The system will consider all days of the week as valid due dates (weekends included). The time the photographer has completed the shoot is the time this task will be due

  3. X Business Days After Appointment (Mon-Fri) - Set the number of days after an appointment the task is due business days only. The system will consider only business days as valid days. If a job is photographer completed on Friday 1 business day after would be Monday

  4. X Days After Appointment (Sun-Sat) at Y time - Set the number of days after an appointment the task is due. The system will consider all days of the week as valid due dates (weekends included). You can also set a specific time that the task is due.

  5. X Business Days After Appointment (Mon-Fri) at Y Time- Set the number of days after an appointment the task is due business days only. The system will consider only business days as valid days. If a job is photographer completed on Friday 1 business day after would be Monday. You can also set a specific time that the task is due.

Set the Due Date

11. Service Based Due Dates

If you offer a Rush service, you will have a need to change the due date of a task when this Rush service is ordered.

Select "I need to define a different due date if a certain service is ordered". Select your "Rush Delivery" service and then you are able to define a different due date for this Rush service

Service Based Due Dates

12. Replaces

Replaces allows you to switch out a task for another. The easiest example of how to use Replaces is when you have different levels of photo editing. If you offer an upgraded editing you can use this feature to "replace" standard editing with luxury editing.

Replaces will completely remove one Task step for another.

Replaces

13. Set Assignment of Task

  1. One User - every time this Task is assigned the selected 1 user will be assigned to the task

  2. Queue - If you need to assign a group or "queue" of users to the task. Prior to using a "Queue" of users you must setup your assignment queue by visiting Settings-> Assignment Queue

Set Assignment of Task

14. Click "Create Task" to save the task

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