Update Existing Autotask Task

The Update Existing Autotask Task action locates an existing Autotask task (project task) from an incoming email and adds a note to it. It can also optionally change the task's status.

Workflow Action

This is a workflow action. It scans the email for a task number and uses MSPintegrations business logic to locate the matching task before adding a note. If you already know the task ID, use API: Create an Object with the TaskNote entity for direct control. Learn more about the difference between workflow actions and single API call actions.

When to Use This Action

Use this action when:

• You want to add notes to existing tasks based on incoming human-generated emails
• You need to detect task numbers from email subject lines or body content
• You want to update project task status based on email communication

Don't use this action for:

• Ticket updates: Use Update Existing Autotask Ticket instead.
• Creating new tasks: Use API: Create an Object with the Task entity.
• Known task IDs: If you already have the task ID, use API: Create an Object with the TaskNote entity.

How It Works

This action operates in two phases: first it finds the task, then it updates it.

Phase 1: Find the Task

1. Search for a task number: Scan configured fields (subject, body, etc.) for an Autotask task number pattern (e.g., T20240115.0042)
2. Query Autotask: Verify the task exists in Autotask
3. Look up sender: Search for a contact or resource matching the email sender's address to attribute the note

If no task is found, the action sets result flags but continues to the next action.

Phase 2: Update the Task

Once a task is found:

1. Add a note: Create a new task note with the configured content
2. Update status (optional): Change the task status if configured
3. Attach files (optional): Add email attachments and/or .eml file to the task

Configuration

Task Matching

Field	Description	Default
Fields to Search for Task Number	Select which fields to search for the Autotask task number. You can add multiple fields including body, custom variables, or parsed values.	Email subject

Task Note

Configure the fields for the new task note.

Field	Description	Default
Title	Note title/subject	{{email.subject}} (or "New email from [address]" if empty)
Description	Note content	Email headers and body
Note Type	Type of note	Configured per your Autotask settings
Publish	Visibility setting	Published

Change Task Status

Field	Description
Task Status After Update	Optionally change the task status after adding the note. Leave empty to keep the current status.

Attachments

Field	Description
Files	Add ordered sources from email properties, form input fields, previous custom results, or All Files. New actions select no files by default.
Attachment Settings for .eml file	Configures the title and visibility used when Files includes the original email or rendered email image.

The action processes rows in order and keeps the first occurrence of each file. Apply optional Filename, MIME type, and Maximum bytes filters to each source row. All Files includes every available file and creates the original EML and original email image when available in an email workflow. Select email.attachments when you want only regular files attached to the incoming email.

Selected Files use content-based duplicate detection and attach to the matched task. Autotask attachment size limits and API permissions still apply.

Advanced

Field	Description
Suppress Autotask API exceptions	If enabled, the workflow continues even if the Autotask API returns an error. Use sparingly.
Override Autotask Connection	Use a specific Autotask connection instead of the default.

Additional Options

Field	Description	Default
Action after adding new note	What happens after successfully adding the note to the task.	Continue

Returned Variables

When you configure Store the results in Variable, these variables become available for use in subsequent actions:

Status Flags

Variable	Type	Description
IdentifiedAutotaskTaskNumber	bool	true if text matching an Autotask task number pattern was found
LocatedExistingAutotaskTask	bool	true if the task was found in Autotask
CreatedNewAutotaskTaskNote	bool	true if the note was created successfully
CreatedNewAutotaskTaskNoteCausedError	bool	true if note creation failed
UpdatedStatusOfTaskCausedError	bool	true if status update failed

Retrieved Objects

Variable	Type	Description
Task	object	The matched Autotask task (null if not found)
TaskNote	object	The created task note

Example usage: {{custom.myVariable.Task.id}}

FAQs

What task number formats are recognized?

The action recognizes standard Autotask task number formats like T20240115.0042. The pattern matching finds task numbers in various contexts, including when surrounded by brackets or other text.

What happens if no task number is found in the email?

The action sets IdentifiedAutotaskTaskNumber to false and LocatedExistingAutotaskTask to false, then continues to the next action. Unlike the ticket update action, this action does not use Reply-All Storm Catcher™ for task matching.

How is the note attributed?

The action searches for a contact or resource matching the email sender's address. If found, the note is attributed to that person. If not found, the note is created without contact attribution.

Can I update tasks without adding a note?

No, this action always creates a note. If you only need to update task fields without adding a note, use API: Update an Object with the Task entity.