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Manage & track contracts

Tasks: assign and automate follow-ups

Create tasks with due dates, assign them to colleagues, and let fynk create them automatically from contract dates.

Written By Sebastian

Last updated About 4 hours ago

Tasks make sure someone acts on a contract: renegotiate before a price increase, check a delivery, or decide whether to renew. You can create a task straight away or let fynk create it automatically from a date in the contract.

Available on Essential, Business and Pro · Owners and Admins set up account-wide automated tasks

Create a task now

  1. Open the document, click the bell icon to open Document notifications, and switch to Tasks. For a standalone task, use Create → Create task in the top bar.

  2. Click Create task.

  3. Enter a title and, if needed, a description.

  4. Choose a due date: a preset such as "in one week", or a custom date.

  5. Assign one or more users and choose whether one or all of them must complete the task.

  6. Click Create.

Automate a task from a contract date

Instead of a fixed due date, base the task on a date field, such as the contract start or a custom field like "End of warranty".

  1. Create the task as above, but choose Automate for later.

  2. Choose the date field.

  3. Choose when the task should be due: a number of days, weeks or months before or after that date.

  4. Choose who gets the task: all document users, or selected users or roles.

  5. Click Create.

The task is created as soon as the document has a value for that date.

Automated tasks for all documents

Owners and Admins can set up automated tasks for the whole account under Account Settings → Tasks. For example: "Create a task for the document owner one month before the end of every warranty period." Each new document with that date gets the task automatically, including bulk imports. The list shows each task's title, trigger time, recurrence and recipients.

  1. Click Create task.

  2. Under Task, enter a Title and, if needed, a Description.

  3. Under Condition, choose the Due date: a date metadata field, such as Date of first payment. In Send reminder, set a number and unit, such as 2 weeks, and choose before or after.

  4. To repeat the task, select Repeat the creation of this task in a certain interval under Recurring creation. Choose the Recurrence interval (a duration field, such as Cancellation Notice Period) and, optionally, End recurrence on (a date field, such as Cancellation Notice Date).

  5. Under Assignees, choose the Document members (None, All document members or Filter recipients), any Teams, and a Policy, such as Only one must complete.

  6. Click Save.

You can also set automated tasks on a template, so every document created from it gets them.

Recurring tasks based on metadata are generally available and no longer restricted to selected accounts.

Your tasks

Open your Inbox and go to Tasks:

  • Incoming: tasks assigned to you

  • Outgoing: tasks you created for yourself or others

  • Show completed: tasks that are done

Add the tasks widget to your dashboard to see open tasks when you log in.

Tasks fynk creates for you

  • Signature required: when a document reaches Signing and you're a signatory

  • Approval required: when a document reaches a checkpoint you need to approve

Good to know

  • Tasks are reminded by email and in-app, depending on your notification settings.

  • Tasks can't be edited after you create them, and completing a task can't be undone. To change a task, create a new one. [CHECK]

  • Automated tasks can repeat, for example every year. Set this under Recurring creation in Account Settings → Tasks.

  • Tasks with a due date can also appear in your calendar app. See Sync contract dates to your calendar.

  • In your calendar app, a task appears on its due date.

  • Tasks can be linked to templates, imports and automations as well as to documents.

  • Tasks go to document members and teams. External parties don't get tasks. To involve someone without a fynk account, invite them as a user, or send the reminder to a tool such as Microsoft Teams with a webhook.

  • The Signature required task is only created for signatories who are users in your account. External signatories get the signing email instead.

  • When an automated task goes to all document users, you can include or exclude specific users.

  • Automated tasks are only created for dates in the future. A date that has already passed doesn't create a task.

  • There's no daily or weekly digest email of your tasks.

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