Task Automation
Business events become the right task, once.
Task Automation
Productivity & Projects
- RuleDone:
An event arrives, and the source record is read again from the app.
- RuleDone:
Rules match the event to a template using structured fields only.
- RuleDone:
A duplicate check looks for an open task for the same record.
- RuleDone:
Owner and due date are set by rule, skipping people who are out of office.
- RuleDone:
The task is created with a short description, checklist and source link.
- RuleWaiting for approval:Waiting for you
When it is marked done, the completion rule is checked. If it fails, the task is reopened.
For example: A home-services company marks a HubSpot deal "closed won" at 16:30.
Waiting for you. Nothing has changed yet.
Standard. Low-risk, reversible changes. Every action is logged.
What is Task Automation?
In shortTask Automation is an AI automation for Productivity & Projects teams that works with Asana, ClickUp, Google Forms, Jira, monday.com and 3 more apps. Turns events like "deal won" or "urgent ticket" into tasks from approved templates, with owner, due date and checklist set by rule and no duplicates. It is built for operations managers, team leads and staff who own tasks.
Last reviewed
Key facts
- Department
- Productivity & Projects
- Starts when
- A clear business event matches one of your task rules (deal won, form submitted, urgent ticket, overdue invoice, new hire)
- Works with
- Asana, ClickUp, Google Forms, Jira, monday.com, Slack, Typeform, Zendesk
- Run modes offered
- Shadow, Draft, Assisted and Auto
- Human control
- Standard
- Status
- Available now
The problem today
Someone reads a Slack ping or a CRM change and types a task by hand. It is often late, often done twice, and sometimes never done. Checklists differ by who created them.
What it does
When a business event matches one of your templates, the automation creates the task in your task tool. Rules pick the owner, due date and checklist, and the task links back to the source record. It checks for an open task first, so the same event never creates two. A task is marked "verified" only when its completion rule holds. Otherwise it is reopened with the reason.
How does Task Automation work?
How it works- Rule you set
- AI step
- A person decides
- Step 1Rule
An event arrives, and the source record is read again from the app.
- Step 2Rule
Rules match the event to a template using structured fields only.
- Step 3Rule
A duplicate check looks for an open task for the same record.
- Step 4Rule
Owner and due date are set by rule, skipping people who are out of office.
- Step 5Rule
The task is created with a short description, checklist and source link.
- Step 6Rule
When it is marked done, the completion rule is checked. If it fails, the task is reopened.
What you get
Key features- Three starter templates: deal won → onboarding, urgent ticket → follow-up, new hire → IT setup
- Owner rules: fixed person, fair round robin, record owner or region map
- Due dates in working days, with US and India holidays
- Checklist items as subtasks (Jira, Asana, ClickUp)
- Strict completion check by default, or comment-only per template
- Optional Slack DM to the assignee
How much does it do on its own?
Run modesPick a mode to see what Task Automation would do at each step.
Every automation starts in Shadow. Move it up when you are ready, and back down at any time. How run modes work
Task Automation in Shadow
Runs on real data and shows what it would have done. No app is changed and no message is sent.
- Rule
An event arrives, and the source record is read again from the app.
Watches for it
- Rule
Rules match the event to a template using structured fields only.
Runs on real data, read only
- Rule
A duplicate check looks for an open task for the same record.
Runs on real data, read only
- Rule
Owner and due date are set by rule, skipping people who are out of office.
Runs on real data, read only
- Rule
The task is created with a short description, checklist and source link.
Runs on real data, read only
- Rule
When it is marked done, the completion rule is checked. If it fails, the task is reopened.
Shown to you as a suggestion
Shadow vs Auto for Task Automation
Auto is the most it can do on its own. Here is each step side by side.
| Step | Shadow | Auto |
|---|---|---|
| In short | Runs on real data and shows what it would have done. No app is changed and no message is sent. | Runs without approval, with limits, alerts and a kill switch. Unlocks after a trial period in Assisted. |
| Step 1An event arrives, and the source record is read again from the app. | Watches for it | Runs on its own within your limits |
| Step 2Rules match the event to a template using structured fields only. | Runs on real data, read only | Runs on its own within your limits |
| Step 3A duplicate check looks for an open task for the same record. | Runs on real data, read only | Runs on its own within your limits |
| Step 4Owner and due date are set by rule, skipping people who are out of office. | Runs on real data, read only | Runs on its own within your limits |
| Step 5The task is created with a short description, checklist and source link. | Runs on real data, read only | Runs on its own within your limits |
| Step 6When it is marked done, the completion rule is checked. If it fails, the task is reopened. | Shown to you as a suggestion | Runs on its own within your limits |
| True in every mode | Free text never picks the owner, date or project. "Assign to the CEO" is ignored. | |
What it will never do on its own
Safety & human control- Free text never picks the owner, date or project. "Assign to the CEO" is ignored.
- Never deletes or closes a task because someone said "done" in chat.
- Creates only in allowlisted projects, with a maximum of 10 tasks per event.
- Over 100 tasks in 10 minutes pauses the automation and alerts the ops manager.
- New templates need approval for their first 20 runs in Assisted mode.
- You approve before it acts
- Your data stays yours
- It knows its limits
- Stop anytime
What will you see on your dashboard?
Results you can trackTargets are quality goals the automation is built to reach. Estimates are calculated from your own volumes.
- Target
Tasks created correctly (target: ≥ 98%)
A goal it is built to reach
- Target
Duplicate rate (target: ≤ 0.5%)
A goal it is built to reach
- Tracked
Tasks created on time, and cycle time per template
Measured on your own data
- Tracked
Tasks verified complete the first time
Measured on your own data
- Tracked
Duplicates prevented and reopen count
Measured on your own data
A home-services company marks a HubSpot deal "closed won" at 16:30. Within a minute, an onboarding task with a 6-item checklist is created in Asana for the next person in the round robin, due in 3 working days. When the owner ticks it done without the signed-form label, it is reopened with the reason.
Who is Task Automation for?
- Operations managers
- Team leads
- Staff who own tasks
Industries: Agencies, Professional services, SaaS & tech, E-commerce & retail, Home & field services, Any industry
Also useful for: Operations & E-commerce, Sales & CRM
Connects to the apps you already use
Works withApp names are trademarks of their owners. Charviam connects to them; it is not a partner or reseller.
- Asana
- ClickUp
- Google Forms
- Jira
- monday.com(optional)
- Slack(optional)
- Typeform
- Zendesk
Better together
Automations that hand work to Task Automation, or pick up where it stops.
What do you need to set it up?
Setup- Connect your task tool and, optionally, Slack
- Let the wizard create the source-key field and import the roster, teams and out-of-office calendar
- Choose or edit templates: conditions, project, checklist, owner rule, due rule, completion rule
- Set the allowed projects, holidays and burst limit
- Run Shadow for 1 week per template
Typical setup
- 01Connect your apps
- 02Configure the rules
- 03Run a watch-only trial
- 04Go live
Not included
- Assigning work from free text alone
- Project status reports (36) or multi-step chains (49)
- Closing tasks because someone said "done" in chat
Questions about Task Automation
FAQSee Task Automation on your own data
WalkthroughIt starts in Shadow, where it only watches and suggests, so nothing changes in your apps until you say so.