Audience: Power Users
Overview
A Task Type provides a way to configure your task workflow for different categories of task.
These configurations include:
Approval Workflow
Custom email templates
Require file upload
Counterparty tasks
Triggering contract status changes
Contract Eagle comes with two predefined task types:
Task – for general to-do or follow-up actions.
File Request Task – for requesting documents to be uploaded and linked to a contract.
You can also create custom task types to support your business processes.
These can be used when:
Setting up reminders on contract dates
Sending manual tasks to colleagues or counterparties
Configuring task-based Approval Rules
Each Task Type can define its own workflow, email notifications, and behaviour - giving you full control over how contract activities are tracked and completed.
Create a New Task Type
Go to Configuration → Task Types.
Click Add New Task Type button on the right-hand side.
In the Task Type tab, enter a name for your new type, such as Supplier File Request or Invoice Reminder.
Complete the remaining tabs as described below, then click Save.
Task Workflow Tab
Define how the task behaves:
Require Document:
Check this box if the task owner must upload a file before marking the task complete.Each time a task is created, this checkbox appears and can be unchecked if not required.
When sent with this box checked, the recipient (Task Owner) cannot override this setting.
Contract Approval:
Check this box if this task type will be used in approval workflows.Approval workflow tasks cannot include file uploads.
Once a Task Type is saved as an Approval Workflow task, it cannot be reverted to a standard Task Type.
Allow Counterparty Tasks Tab
Available on Elite and Ultimate plans only (or legacy plans “Professional Cloud” or “Enterprise Cloud”)
Enable this option to send tasks to external counterparty contacts, such as suppliers.
This is typically used in conjunction with the “Require a document” setting to request files from suppliers, such as updated certification documents.
When checked, the Counterparty Portal Screen settings appear:
Customize the message your counterparty will see after they click the link in the task notification email (you can customize the email itself on the Custom Email Messages tab).
Add instructions, upload guidelines, or contact details for assistance.
Custom Email Messages tab
For any type of task – even a simple, internal reminder email – you can create customized email messages.
Email notifications can be triggered for different events during the life of a task. When the task:
is generated from a contract reminder
is escalated, through not being claimed
is created manually
is claimed, reassigned or closed
owner is updated
At each of these stages, there is a choice to send No Email, use the Built-In email, or create your own Custom Email. File attachments, which are uploaded to the Configuration -> Document Templates screen, can be selected as attachments for any of these emails.
Contract Workflow Tab
This contract workflow allows you to set up an automatic status change for the contract. This status change may be triggered:
When the task is created → eg. set status to Reference Check Requested.
When the task is claimed → eg. change status to Reference Check In Progress.
When the task is completed → eg. update status to Reference Check Received.
You can also:
Stop any active approval workflow if a task changes the contract status.
Set the default folder for any files uploaded to tasks of this type.
(Note: this can be overridden for contract reminder tasks automatically generated for a specific Date Type)
Tip: Within the Date Type screen, under Task Workflow, you may change the task type which is used for automated reminders.
For example, a “Performance Review” date could trigger a Performance Report - File Request Task instead of a simple reminder email.