Applicable to the following Sastrify plans:


FlexProPlatinum
✔✔✔


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

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:

  1. Click the "New Automation" button
  2. Select a trigger criteria and click Next to proceed to the second step
  3. A form will open for you to define the task
  4. Choose from the available templates (if needed)
  5. Specify the task title and description
  6. Select the assignee (by default, the task is assigned to the tool owner)
  7. Add a due date
  8. 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

Once a task is created, it automatically activates when a specific trigger criteria is met. For instance, if the status of a subscription changes to "Up for Renewal" as the renewal date approaches, tasks linked to that trigger criteria will seamlessly populate the "Activities" tab for that particular subscription.

The implementation of task automation presents a significant advantage by streamlining the procurement process and ensuring the timely activation of all due diligence tasks. This eliminates the need for manual reminders, enhancing overall efficiency.

Task Automation in Sastrify unifies and centralizes all processes occurring outside of the platform into Sastrify, fostering a high level of transparency for all stakeholders involved.

Edit an existing automation

If, after creating a task automation, you find that you need to make some adjustments to it, such as revising the title or description, or changing the due date, you can do so by following these steps

  1. Select the desired task automation.
  2. Click the 3-dot icon for that specific task and select "Edit".
  3. Make the necessary changes. 
  4. Confirm your changes by clicking "Save Changes".

Frequently Asked Questions

Q: I cannot find the assignee in the drop-down menu. What should I do?

A: Before a user can collaborate in Sastrify or be assigned to a task, you need to make sure that this person is already invited to Sastrify and is an active user. To invite a colleague, go to Settings > Users & Authentication. Then click on the "Invite users" button. Fill in the details and send the invitation. After the person has accepted the invitation and the login has been created, you can go back and try to assign a task to this person.


Q: Which of the 3 user roles: Admin, Contributor, and Viewer can create a task automation? 

A: Only users with the Admin role can create a task automation, while Contributors and Viewers cannot. However, all roles can assign tasks and work on completing tasks. Refer to this article to understand different user roles and permissions.


Q: Can I assign more than one person to a task?

A: No, you can only assign a task to one person.


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.