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 can now be triggered automatically or run manually, giving reviewers full control over when workflows begin and how they progress.

A Task Chain is a group of linked Tasks added to a Case that represent a step-by-step workflow — such as reviewing documents, requesting feedback, or approving policies.

Task Chains can be:

• Automatically triggered by specific Case or Policy events, or

• Manually launched by the user when needed to start work earlier or bypass triggers.

This flexibility helps teams move quickly, eliminate irrelevant work, and maintain a clean and focused task list.

Task Chains are automatically created when certain Case or Policy events occur. Supported triggers include:

• Case Creation

• Case Reopened

• Feedback Submitted

• Feedback Received

• Policy X Days Before Expiration

• Policy Not Approved X Days After Expiration

Each Chain includes a predefined set of Tasks with due dates configured according to program logic.

🆕 Updated Behavior for Renewal Cases:
Task Chains tied to the “Policy X Days Before Expiration” trigger will not run while a Renewal Case is in the Onboard status (created with the Future Renewal option).
Once the Case is approved and moves out of Onboard, any Task Chains that meet the trigger criteria will automatically generate.

📢 New Functionality!

Users can now manually run Task Chains directly from a Case or Policy. This allows time-sensitive workflows to start immediately — without waiting for a trigger.

How to Manually Run a Task Chain:

1. Open the Case or Policy where you want to create Tasks.

2. Click New Tasks.

3. From the dropdown, select an available Task Chain.

   • You’ll see all Task Chains available for the Case type (Pre-Close or Post-Close).

4. For Policy-level Chains, select which Policies should receive the chain.

5. Click Create.

6. All Tasks within that chain are immediately created, with due dates populated according to the standard configuration.

This feature empowers users to run one-off chains for exceptional workflows, expedite urgent work, and ensure progress without relying solely on system triggers.

Once a Task Chain is visible on the Case Overview page, users can now perform key management actions directly from the Chain Actions Menu (⋯).

🚫 Cancel Task Chain

• Cancels all incomplete or delayed Tasks in the chain.

• Stops any scheduled future Tasks from being created.

• Completed Tasks remain unchanged.

• Useful for stopping irrelevant workflows in a single click.

🔁 Restore Task Chain

• Available after a chain has been canceled.

• Restores all previously canceled Tasks so the workflow can resume.

✅ Mark All Tasks as Complete

• Marks all incomplete Tasks within the chain as Complete.

• Canceled or already completed Tasks remain unchanged.

• Ideal for quickly closing out workflows that were resolved outside the platform.

🗑️ Delete Task Chain

• Permanently removes the Task Chain and all Tasks within it from the Case.

• Useful for cleanup when a chain was created in error or is no longer relevant.

⚠️ Note: Deleted Task Chains cannot be restored.

• 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.