What are Task Chains?

Task Chains organize related Tasks into structured workflows that help users complete key activities during the lifecycle of a Case. Each Task Chain is activated by a specific trigger and contains a predefined list of Tasks designed to guide reviewers through required steps such as document reviews, approvals, and follow-ups.

A Task Chain is a group of linked Tasks automatically added to a Case when a triggering condition is met. These Chains break the review process into clear, manageable sections and ensure that all necessary actions are tracked and assigned.

• Trigger-Based Activation – Task Chains are automatically added to a Case based on events like Case creation or Policy deadlines. Supported triggers include:

  • Case Creation

  • Case Reopened

  • Feedback Submitted

  • Feedback Received

  • Policy X Days Before Expiration

  • Policy Not Approved X Days After Expiration

• Predefined Tasks – Each Chain comes with a preset list of Tasks tailored to the workflow. Tasks may also include due dates based on program logic.

• Grouped by Workflow – Chains are displayed on the Case Overview tab and grouped by theme, such as:

  • Analyze Initial Policy Documents

  • Approve Case

  • Fill in All Asset Details

  • Follow-up for Revised Insurance Documents

• Task Completion Status – Each Chain shows how many of its Tasks have been completed, helping users track progress at a glance.

• Case-Level Chains – Triggered by Case-wide events (e.g., Case Creation). Tasks in these Chains are not tied to a specific Policy.

• Policy-Level Chains – Triggered by Policy-specific events (e.g., Policy expiration). Tasks are directly associated with the applicable Policy.

Task Chains can include “soft” dependencies—suggested sequences that indicate which Tasks should be done first, without blocking progress on other items. This ensures flexibility while still promoting a logical workflow order.

Task Chains in Advocate are designed to reflect the real-world workflows our clients follow throughout the insurance review and compliance process. Each Task Chain is a sequence of predefined actions (Tasks) that are automatically added to a Case based on specific triggers, such as policy deadlines or document submissions.

Because each client may have unique workflows, Task Chains can be custom-configured per Service Type and Program to ensure they align with your internal processes. These configurations are managed by the Advocate team in collaboration with your account manager.

For each Program, the following aspects of a Task Chain can be tailored to your needs:

• Task Types – Choose from standardized Task types such as document uploads, email follow-ups, approval steps, and more.

• Trigger Conditions – Specify when a Task Chain should activate (e.g., when a policy is nearing expiration).

• Due Dates – Set how many days before or after a key event each Task should be completed.

• Dependencies – Define which Tasks should be completed before others to guide users through a logical sequence.

• Repeat Rules – Set Tasks to repeat at defined intervals, useful for ongoing follow-ups or reminders.

• Advocate uses a template-based system to build Task Chains efficiently. Each Task in a Chain is based on a reusable template that includes the Task’s name, description, and type.

• When configuring a Task Chain, the Advocate team selects the relevant templates, applies your custom rules (like due dates or dependencies), and links them to a specific Service Type within your Program.

• Triggers like “Policy is X days before expiration” or “Case is created” determine when the Chain is activated, and dynamic values like “X days” can be tailored to match your workflow deadlines.

Your Advocate account manager and implementation team are equipped to make updates to Task Chains on your behalf at any time. Whether your workflows evolve or you launch a new Program, they can:

• Adjust due dates or triggers

• Add or remove Tasks

• Configure follow-up rules

• Update dependencies to reflect new priorities

Any changes made will apply to newly triggered Task Chains going forward—existing Tasks already in progress will remain unchanged to preserve workflow continuity.