Tool Stack Management
- Set up and populate your SaaS stack
- How Sastrify provides 24/7 coverage of your stack
- Renewal Management: Define renewal dates & reminders
- Assign and modify Tool Owners
- Visualize your stack with your subscription list
- Upload your SaaS documents into Sastrify
- Sastrify Support: Report issues and track procurement involvements
- Roll out Sastrify across your organization
- Sastrify's Commitment to Security and Privacy Standards
- Tool Discovery via SSO (Single Sign-On) integrations
- Using Google Workspace SSO for Tool Discovery
- Use Discovered Page to detect active subscriptions
- Manually add a new tool subscription
- Bulk upload of SaaS invoices
- Forward your SaaS documents via email
- Navigate and get the most out of the Overview page
- Manage activities and collaborate using custom tasks
- Task Automation: Streamline the creation of routine tasks
- Archive or delete inactive subscriptions
- Change notification preferences
- Understanding Renewal Statuses & Actions
- Workflows: Automate procurement processes with consistency
- Form Component Guide for Sastrify Form Builder
- Using Procurement Initiatives for new purchase & renewal
- Get expert support by involving Sastrify in your initiatives
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- Import spend data from Spendesk to Sastrify
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- Import spend data from DATEV to Sastrify
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- My invoice's processing has failed. What do I do?
- Connecting your accounting software with Sastrify
- How to assign Tool Owners
- What Sastrify can do for Tool Owners
- How to set renewal dates
- How to set up a company-wide renewal reminder
- How to keep your tool stack updated
- How to set up, activate, and use a Workflow
- How to invite new users to Sastrify
- How to use Procurement Initiatives for new purchase & renewal
- How to involve Sastrify in your procurement initiatives
- How to collaborate using custom tasks
- Report issues and track procurement involvements
- Best Practices on how to work with Procurement Initiatives
- Get Pricing Benchmarks through Sastrify
- How to set up direct usage analytics integration
- How to set up SSO usage analytics integrations
- How to work with the Discovered tab
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- Walk-through of the subscription detail page
Task Automation: Streamline the creation of routine tasks Print
Modified on: Tue, 20 Feb, 2024 at 2:16 PM
Task Automation is a productivity feature that helps you save time by streamlining the procurement process in your organization.
In short, this feature allows you to automatically create certain procurement-related tasks - typically routine ones that need to occur - in the event of two of the most common use cases within SaaS procurement:
- New Subscription Created: when a new subscription or tool has been added to Sastrify
- Subscription up for Renewal: when a subscription or tool is up for renewal.
Only users with an Admin role have the ability to create task automations; those with Contributor and Viewer roles do not possess this capability.
Refer to this article to understand the different roles and permissions.
IN THIS ARTICLE
- Create a new automation
- Examples of routine procurement-related tasks
- Implementing task automation
- Edit an existing automation
- Frequently Asked Questions
Task Automation can be accessed from Settings > Task Automation.
The page contains:
- A "New Automation" button that allows you to create new sets of tasks .based on either of the two trigger criteria: New Subscription Created or Subscription Up For Renewal.
- Two tabs for each trigger criteria that contain the active automations.
Create a new automation
Creating an automation is made easy in Sastrify. Regardless of the trigger criteria or use case, it is a two-step process involving
- Selecting a criteria
- Defining the task
To create a new automation:
- Click the "New Automation" button
- Select a trigger criteria and click Next to proceed to the second step
- A form will open for you to define the task
- Choose from the available templates (if needed)
- Specify the task title and description
- Select the assignee (by default, the task is assigned to the tool owner)
- Add a due date
- Click the "Start Automation" button to complete the creation.
Examples of routine procurement-related tasks
New subscription created:
- Upload SaaS documents such as contract, offer and terms and conditions to Sastrify
- Update subscription details
- Assign the tool owner in Sastrify
- Set renewal terms in Sastrify
Subscription up for renewal:
- Review usage for last 3 months
- Check for possible alternatives
- Review and verify budget
- Prepare for renewal negotiation
Implementing task automation
Q: Our company has several tasks that need to be completed before we can renew or purchase new software. How should I approach task automation to support a process like ours?
A: Since one automation involves one task, organizations that require multiple tasks can proceed with the creation of a number of new automations based on the number of tasks required.
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