Goal
Launch client work where every task already has an owner, a due date, and automatic follow-up — without assigning anything by hand. In this workflow, you build assignment and deadlines into a project template, attach automations for the routine steps, and turn on client reminders so CX chases open items for you.
Prerequisites
Companies, plans, and client contacts set up in CX, with contact roles (like Plan Sponsor) assigned consistently.
An email template in your Library for any automated outreach.
Admin access for the reminder settings (Step 4).
Step-by-step workflow
1. Build assignment into a project template
Create or open a project template for the workflow you repeat — onboarding, annual administration, document collection.
Add each task and assign it to the right role — for example, plan administrator, analyst, or client contact. Role-based assignment means the right person gets the work on every launch, for every client.
Assign a project lead to oversee progress.
See Creating and Launching Projects and Census Data Collection Projects for worked examples of this structure.
2. Set due dates that adjust automatically
In the template, give tasks relative due dates — a number of days after the project launches. Deadlines then calculate themselves on every launch.
Use fixed calendar dates only for hard deadlines, like regulatory dates.
Important: Reminders send only when a task has both an assigned owner and a due date. Client tasks are the exception — clients may still receive reminders based on the due date alone.
See Setting Project Due Dates and Milestones.
3. Attach automations for the routine steps
On the template task where a routine step happens, click Attach Automation.
Pick the automation — for example, send a templated email, or launch a follow-up project when this one completes.
Configure the recipient, template, and any conditions, then click Attach Automation to save.
📸 SCREENSHOT: A project template task with an email automation attached and configured.
New to automations? Walk through Creating Your First Automation first, then browse Common Automation Recipes for proven patterns.
4. Turn on automatic client reminders (admin)
Go to Settings > Advanced and scroll to Client Task Follow-up.
Toggle Follow-up with clients on incomplete tasks, set the interval, and select recipient roles.
Under System Email Defaults, set the Default Role to Send From.
The reminder service runs once per day and only sends when your configured interval has passed. Full detail in Setting Up Client Reminders and Client Task Reminders.
5. Launch and verify
Launch the project from your template for one client first.
Confirm each task landed with the right owner and due date, and that any automated emails went out.
Once it runs clean, launch for the rest — individually or in bulk.
Expected outcome
Every launched project comes pre-assigned: right roles, right owners, dates already calculated.
Routine emails and follow-on projects happen automatically at the right task.
Clients who sit on open tasks get steady automatic reminders — no manual chasing.
Your team's time shifts from coordinating work to doing it.
Related features
Creating Your First Automation
Common Automation Recipes
Client Task Reminders
Setting Project Due Dates and Milestones
Creating and Launching Projects
Tips
Tip: Name automation tasks for what they do — "Send census request email" — so teammates can read the workflow at a glance.
Tip: Start with one automation on one project. Once it runs smoothly, roll it into the template.
Tip: After a run, check the task's activity log to see exactly what the automation did and when.