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Unlock efficiency with Autotasks: Automate with ease using Custom Buttons

Albina Bardhi -




What are Autotasks? 

Autotasks are automated sequences triggered by custom buttons that you can add to various entity views across different apps. Unlike traditional workflows, Autotasks are designed to execute immediately without stages, tasks, or approvals, and they cannot be suspended. This makes them ideal for straightforward, repetitive tasks that need to be executed swiftly and reliably. 

Key features of Autotasks 

  1. Button-triggered: Autotasks are initiated by custom buttons added to your application interface, providing a user-friendly and quick way to execute tasks. 
  2. Simple sequence: They follow a straightforward process—starting, executing, and ending without the need for complex stage management. 
  3. Multi-Node capability: Autotasks can include multiple nodes, allowing for several actions to be performed from a single button press. 

Configuring Autotasks 

Configuring Autotasks 

To configure Autotasks, follow these steps: 

  1. Access Auto Task Designer: Go to the Admin console in Service Manager. 
  2. Navigate to Applications: Select the relevant application (e.g., Service Manager, Document Manager). 
  3. Choose the Appropriate Entity: From the dropdown, select the entity (e.g., requests, assets, documents) you wish to create the Autotask workflow against. 
  4. Create and Manage Autotasks: Use the Auto Task Designer to create, view, and manage your Autotasks. 

Autotasks can be configured to be invoked from custom buttons on entity views in different line-of-business applications, including: 

  1. Service Manager: Requests, Assets 
  2. Document Manager: Documents 

Practical Examples 

Let's explore some practical examples of how Autotasks can be used: 

  1. Locking a Request: One common use case is to lock a request. You can create an Autotask and link it to a custom button so that agents can lock a request with a single click. 
  2. Raising a Major Incident: Imagine an agent needs to escalate an incident to a major incident. A custom button can be created to trigger an Autotask that: 
    • Sets the incident's priority to Major. 
    • Applies a service level agreement. 
    • Posts an update in the Major Incidents workspace. 
  3. De-escalating an Incident: Conversely, you can create a button for de-escalating a major incident. This button can be configured to: 
    • Change the incident's priority back to a lower level. 
    • Amend the service level agreement. 
    • Notify all involved parties via email. 

Autotasks offer a streamlined, efficient way to manage repetitive tasks within your applications. By leveraging custom buttons, you can significantly reduce the time and effort required for task execution, allowing your team to focus on more strategic activities. 

Harness the power of Autotasks today and transform the way you work! Get started by exploring the Auto Task Designer in your Hornbill platform and see the difference it can make for your team. 


Read more on Autotasks:

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