Some TODOs appear automatically when certain events happen in the system. This guide explains what they are and how to work with them.
What Are Auto-Generated TODOs?
Auto-generated TODOs are created by the system when something needs attention. Your administrator sets up rules that watch for specific events and create TODOs automatically.
Common examples:
- A payment fails → Credit control TODO created
- An email bounces → TODO to update the email address
- A credit limit is reached → Warning TODO for the account manager
These save you creating TODOs manually for routine follow-up tasks. The system does it for you.
How to Recognise Them
Auto-generated TODOs look the same as manual ones, but you can tell them apart by:
Auto Rule field The TODO page shows which rule created it. This appears in the details section.
No creator Auto-generated TODOs don’t have a specific user who created them - they’re marked as system-generated.
Working with Auto-TODOs
Work with auto-generated TODOs exactly like any other TODO:
- Complete when you’ve finished the task
- Update Progress to log what you’ve done
- Reallocate if someone else should handle it
- Snooze if you’re waiting for something
- Add Comments to record notes
The full range of TODO actions is available. See Managing TODOs for details on each action.
Auto-Completion
Some auto-TODOs complete themselves when the underlying issue is resolved:
| When this happens… | …these TODOs complete automatically |
|---|---|
| Payment received | Payment chase TODOs |
| Email address updated | Email bounce TODOs |
| Credit limit cleared | Credit limit warning TODOs |
| Invoice approved | Invoice approval TODOs |
What you’ll see:
- The TODO status changes to Complete
- The activity history shows “Completed by system”
- The completion is linked to the resolving event
This means if you update a customer’s email address, any bounce-related TODO completes automatically. You don’t need to find and close it manually.
When Auto-Completion Doesn’t Happen
Auto-completion only works when:
- The TODO was created by an auto-rule
- The resolving event matches that rule’s completion criteria
- The TODO is still open (not already completed or cancelled)
If you’ve already completed or cancelled a TODO manually, the auto-completion has nothing to do.
Removing the Auto Rule Link
Sometimes an auto-generated TODO doesn’t apply to your situation, or you want to handle it differently. You can remove the link to the auto rule:
Actions menu → Remove Auto Rule
What this does:
- Stops the TODO from auto-completing
- Lets you complete or cancel it manually
- Keeps the TODO otherwise unchanged
When to use it:
- The auto-TODO was created but doesn’t apply
- You want to complete it differently than the auto-rule expects
- You need to cancel it without waiting for expiry
Tips for Working with Auto-TODOs
Check the rule name The Auto Rule field tells you why this TODO exists. “Failed Payment Chase” is clearer than trying to remember.
Let auto-completion work If you know the issue will resolve itself (payment coming, email will be updated), focus on fixing the underlying problem. The TODO takes care of itself.
Don’t duplicate work If you see an auto-generated TODO for something you’ve already handled, check if the resolving event has been logged. If so, the TODO should auto-complete soon.
Report issues If auto-TODOs are being created incorrectly (wrong assignment, wrong timing), tell your administrator. They can adjust the rules.
Common Questions
Can I turn off auto-TODOs?
Not individually - the rules are configured by administrators. If you’re getting TODOs that don’t apply to you, speak to your administrator about the rule’s assignment settings.
Why didn’t my TODO auto-complete?
The resolving event must match exactly. If you updated an email address but the bounce TODO is still open:
- Check the TODO was created by an auto-rule (not manually)
- Confirm the email was updated in the correct field
- The system may have a short delay before processing
Can I create my own auto-TODO rules?
This requires administrator access. See your system administrator if you want to suggest new rules.
What happens if I complete an auto-TODO manually?
Nothing bad - it just means the auto-completion won’t happen because the TODO is already done. Manual completion is fine.
How do I know if a TODO will auto-complete?
If it has an Auto Rule linked, it might auto-complete when the corresponding event happens. The admin guide for that rule will explain what triggers completion.