Triggering Workflows when Tasks are completed in Podio

Posted: 2016-05-27

Although a dedicated tasks app in Podio is a good thing, there are still situations where Podio's native tasks are preferable because they're quick and centrally located.

In this example, we'll look at the process after a website project goes live. When a project is complete, we generally have 4 tasks that need to completed:

  1. Manager to approve the completion of the project
  2. Accounting to invoice for the remaining project cost
  3. Design to add the project to our portfolio
  4. Marketing to submit a press release

BUT: Tasks 2, 3 and 4 can only be done AFTER task 1 is completed, and task 4 can only be done after task 3 is completed.

Task Completion Flows

Our first Flow will trigger on a status change in the project when it's marked as complete, and assign the first task.

Our second Flow will trigger on Task Completion and will check the name of the task that got completed. We can actually use this one Flow to assign all remaining tasks depending on the task that just got completed.

To summarize the above logic, the Flow states:

  • If a Task was completed and had "approve" in the title, assign the invoicing and portfolio tasks.
  • If a Task was completed and had "portfolio" in the title, assign the press task.

And that's it. Tasks will now be created conditionally in sequence. Here's a simple screenshot animation to show this:

Andreasby Andreas Huttenrauch
Owner of Globi Web Solutions, and Podio Fanatic.