Chase a task to its due date and escalate

Have the journey and task this chases

Make sure that task has a due date

Decide who the escalation goes to

Create the workflow and pick Task assigned

Go to Workflows, select New workflow, then select the trigger node and choose Task assigned under Tasks & journeys.Task assigned fires when a partner acquires a task, which means when it is created. Reassigning an existing task between people does not fire it, so the chain does not restart every time a manager tidies up ownership. It is also the only trigger that offers a wait anchored to the task’s due date, which is what the rest of this workflow is built on. Task completed would be too late: the clock has to start when the work appears, not when it is done.

Narrow it to the one task you are chasing

Under Only for tasks matching, build two conditions:

• Journey is your journey. Narrowing by journey first is what makes the next condition exact, because the Task list is then scoped to that journey’s tasks instead of every task in the program.
• Task is the task you are chasing, picked from that scoped list.

Leave Only for partners in empty to chase every partner, or point it at a segment if only some partner types get this treatment. Leave the timestamp fields alone; Due date and Assigned at are there for narrowing by date, which you do not need here.Without these conditions the workflow chases every task every partner is ever given, which is a lot of email. Narrow it.

Wait until three days before it is due

Select the + under the trigger and choose Delay.

• Wait - choose Around the task’s due date. This option only appears because the trigger is Task assigned. The alternative, After the previous step, is a plain pause and would mean “three days after the task appeared”, which is not the same thing at all and drifts as soon as anyone edits a due date.
• How far from the due date - enter 3, unit Days, direction Before due. Zero would wait until the due date itself.

The moment is read fresh when the run reaches this step, so moving the task’s due date moves the nudge with it. If the task is assigned less than three days before it is due, the wait is already over and the run carries straight on, which is the honest reading of “at three days before due”. Read the note under the panel: when the task has no due date at all, nothing after this step runs, and the node will say so.

Check whether they have already done it

Select the + under the delay and choose Condition. Under the trigger’s own condition block, add:

• Task status right now is not Done.

The words “right now” are the point. Every other field on the canvas answers about the moment the workflow started, when the task was obviously not done. This one is read from the current state at the instant the condition is decided, which after a multi-day wait is a different answer. Get this wrong and you nudge every partner who has already finished.Leave Partners in and Partner matches empty: you narrowed the audience on the trigger, and this fork is about the task, not the partner. Those two blocks are read when the fork runs, so they are where you would put a check that has to be true at the moment of the nudge, for example not chasing a partner whose tier has since been downgraded.

Send the reminder on the Yes path

On the Yes path, add an Action, then Send an email.

• Send to - Whoever the task is assigned to. This option appears only on task triggers, and it resolves when the email sends, so it reaches whoever currently owes the task rather than whoever owed it when the workflow started. Be aware it can be one of your own team if the task was assigned internally, so write the copy so it reads sensibly either way.
• Email - a short, friendly reminder with the deadline in it. Generate with AI drafts it from this position in the flow, which means it already knows it is a pre-deadline nudge.

Leave the No path empty. The partner finished on time, so there is nothing to do.

Wait until two days after it was due

Still on the Yes path, under the email you just added, add another Delay.

• Wait - Around the task’s due date again. A second anchored wait is measured from the same due date, not from the previous step, so you express each moment in the chain absolutely rather than accumulating offsets in your head.
• How far from the due date - 2, Days, After due.

Because the first nudge went out three days before, this wait is about five days long in practice, and it re-reads the due date, so a deadline the partner asked to move takes the whole rest of the chain with it.

Check again, then nudge harder

Add a Condition with the same Task status right now is not Done check. The partner may have acted on the first reminder, and this is what stops the second one reaching them.On its Yes path, add Send an email to Whoever the task is assigned to again, with copy that acknowledges the deadline has passed.If your partners live in Slack or Teams, this is a good place for Send a chat message instead of, or as well as, the email: pick The partner’s channel to post into the shared channel mapped on the partner’s page, and write {{partner}} where you want the partner’s name. A message in a channel a partner already watches outperforms a third email. This needs a connected Slack or Microsoft Teams workspace. See Chat integrations.

Wait until five days after it was due

Under the second nudge, add a third Delay: Around the task’s due date, 5, Days, After due. Three days after the second nudge, and still anchored to the same date.

Check one last time

Add a Condition with Task status right now is not Done. Two nudges have gone unanswered, so this fork is what separates a partner who needs a human from one who simply took their time.

Tell your own team

On the Yes path, add Send an email.

• Send to - Your partner team, which shows as your organisation’s name followed by “partner team”. This is the one audience that is always internal: your own colleagues assigned to this partner. A Roles picker appears under it. Pick the partner manager role to reach only them; leave it empty and everyone on the partner’s team gets it. Roles are resolved when the email sends.
• Email - name the partner, the task, and how long it is overdue, and say the automated nudges have already gone out, so the manager knows what the partner has already heard.

Two more steps are worth adding beside the email, both on the same Yes path:

• Give a task with Assignee set to one of your own team, Task name something like “Call the partner about overdue onboarding”, and Due date two days after assigned. An email is read and forgotten; a task appears on someone’s list until it is done. Set Visibility to Internal so the partner never sees the escalation.
• Log a CRM note so the escalation is on the partner’s record in HubSpot or Salesforce for whoever picks the account up next. Write {{partner}} for the partner’s name.

A workflow that triggers on Task assigned and also gives a task could set itself off. Introw refuses to enable that pairing, unless the trigger is narrowed to specific journeys, because a task a workflow creates belongs to no journey and so can never re-trigger it. The Journey condition you set on the trigger is what makes this escalation task safe. If Enable complains that the workflow would give partners the task that triggers it, that condition is missing.

Test the whole chain

Select the play button beside the trigger, pick a partner, and select Run test. Delays resolve instantly in a rehearsal, so the whole chain plays out in seconds and you can see which side of each fork the run took without waiting a week. Nothing is written and nothing is sent.Remember the rehearsal does not apply the trigger’s filter, so it will run for the partner you picked whether or not they have the task. What you are checking here is the shape: three delays, three forks, the right audiences.

Name it and switch it on

Open Settings, use Generate with AI to name and describe it, switch Enable on, and Save. Only tasks assigned from this moment on enter the chase; tasks already outstanding are not picked up.