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TASKS - Add Workflow Tasks

Set up and automate tasks in Qargo to streamline workflows from orders to invoicing, including POD and CMR email automation.

Arynne Hargreaves avatar
Written by Arynne Hargreaves
Updated this week

Click on the video below for a full walkthrough on how to add a workflow task

Tasks are used to establish a consistent workflow from order creation to invoicing. Tasks can be configured based on internal preferences and automation needs.


πŸ“– Key Terminology

  • Task: A unit of work or automated process used across orders, trips, and invoices.

  • POD (Proof of Delivery): A document confirming that goods were delivered successfully.

  • CMR: A transport document for international road freight (Convention relative au contrat de transport international de marchandises par route).

  • Trip Contacts: Recipients linked to a trip who can receive automated emails or updates.

  • Auto-generate: Enables tasks to trigger automatically when specific conditions (e.g., order creation) are met.

  • Manual Task: A task that requires user intervention to complete.

  • Recipient Roles: Contact groups such as Operations or Customer used for automated notifications.


πŸ”¨ Setting Up Tasks

  1. Navigate to Configuration

    • Click on Configuration in the main menu.

  2. Access Tasks

    • Select Tasks in the header.

  3. Choose a Category

    • Tasks can be configured for:

      • Orders

      • Bookings

      • Trips

      • Invoices

    • Click on a category on the left-hand side to edit or add tasks.


πŸ” Task Configuration Details

When creating or editing a task, complete the following fields:

  • Responsible Person – Assign the person or role managing the task.

  • Schedule – Define when the task should be triggered.

  • Recipient Roles – Choose roles such as Operations or Customer contacts for email notifications.

    • Roles are defined under Customer/Subcontractor > Page-Contacts.

  • Completion Method – Select whether the task should be completed manually or automatically.

  • Automation –

    • To enable automatic triggering (e.g., when an order is created), set the task to Auto-generate.

    • Ensure linked mailboxes and recipient contact details are correctly configured.


βš™οΈ Configuring Contact-Based Automation for Trips

You can add contacts directly to a trip to ensure the correct people receive trip-related communications (e.g., POD/CMR emails).

Steps:

1.) Enable Contact Emails

  • Go to Configuration β†’ Additional Fields.

  • Under Trips, activate the field Contact emails.

  • This makes contact email addresses visible in trip details.

2.) Configure Contact Task

  • Go to Configuration β†’ Tasks.

  • From Trip Tasks, select or add an email task.

  • In the Addressed To field, select Trip Contacts.

πŸ’‘ Tip:
For automating POD/CMR email sending:

  • Create a Contact Task that triggers only once required documents (POD/CMR) are available.

  • Remember: Updates to recipient emails or configurations after an order is created do not retroactively apply to existing orders.

  • Automation applies only to new orders created after configuration.

Configuration Example

Setting

Default (Manual)

Automated Configuration

Task Name

Send POD Email

Auto-send POD Email

Trigger

User manually marks delivery as complete

Automatically triggers when POD uploaded

Recipient

Customer Service

Trip Contacts

Completion

Manual

Auto-complete

Linked Mailbox

Not configured

β€œOperations@company.com” configured

Document Type

Not set

POD/CMR required before sending


🧰 Monitoring and Using Tasks

  • Once created, tasks are visible across the app:

    • Order pages

    • Trip pages

    • Invoice views

  • New tasks appear only for newly created orders or trips after configuration.

  • If automated notifications (like POD emails) do not send, check:

    • Whether the task was set to manual instead of automated.

    • Whether email configuration or contact details are correct.

Manually Triggering Tasks

For older orders created before automation was set up:

  1. Go to the Order List Page.

  2. Hover over the order name.

  3. Trigger one of the shown tasks manually.

This allows you to send delayed or missed automated emails (like POD emails) for historical orders.


πŸ“  Use case

  • A customer configures a task to automatically email the signed POD and CMR to the customer immediately after the driver uploads the documents at the delivery stop.

  • Every time an automated email is successfully sent to a customer, a completed task is logged on the Order Page, creating a simple, auditable timeline of customer communication.

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