Source: https://oguzerol.com/en/whatsapp-message-to-task-workflow/ [ View full size](https://oguzerol.com/gorseller/hizmet-kapaklari/whatsapp-mesajindan-gorev-olusturma-webapp-v1-en.webp) # Turn WhatsApp Messages into Assigned Tasks [Oğuz Erol](https://oguzerol.com/en/about-me/) | 3 min read “Send the catalogue by Friday” may have been read by the team, while nobody knows who will do it. I build a workflow that turns a selected WhatsApp message into a task with an owner, an explicit due date and a link to the original conversation. A continuing conversation does not mean the task is complete. The person requesting the work needs a separate record that shows what remains to be done. ## Example: a catalogue request becomes T-31 In the illustrative screen, a team member selects Create task beside “Send the catalogue by Friday”. They check the title Send catalogue, assign Ece and confirm 9 October as the due date. Task T-31 is then saved as Open. The word Friday is not silently converted into a date without context. The calendar date is confirmed before saving. The customer record and source message remain attached, so later changes can be understood against the original request. ## When an existing task tool is enough If your current CRM or task application already creates a correctly linked task from the conversation, its existing integration may be sufficient. A simple reminder does not necessarily need another application. A custom workflow becomes useful when customer, order and team ownership must be considered together, different task types require different fields, or completing one task releases another step. It can connect to a [team task assignment screen](https://oguzerol.com/en/team-task-assignment-tracking-app/). The distinct part here is the controlled starting point in the WhatsApp conversation. ## Not every message creates new work If the same message is processed twice, the application looks for its existing task using the source message identifier. It can offer to open that task or deliberately create a separate one instead of producing duplicates. A later “Never mind” message does not automatically complete the task. The responsible person confirms whether it should be cancelled. Where several tasks share a conversation, the changed request must be linked to the correct one. An unassigned task remains visibly unassigned. Passing the due date does not close it. Reminders, reassignment and completion each have a separate meaning. A connected [WhatsApp team inbox](https://oguzerol.com/en/whatsapp-multi-agent-team-inbox/) can show who currently owns the conversation. ## How much automation is useful? The system can suggest a title or date from a message. Ambiguous requests should still be reviewed before they become commitments. A staff-confirmed first version often provides a clear starting point. The connection uses the official [WhatsApp Business Platform](https://whatsappbusiness.com/products/business-platform/). Creating an internal task does not itself send a customer message. If notifications are added, permission, service-window and approved-template requirements from the [messaging policy](https://whatsappbusiness.com/policy/) are checked at that step. ## Delivery and handover I begin with one task type, its users and its completion criteria. Testing includes repeated messages, unclear dates, wrong customer matches and cancellation. The scope also defines how records are exported and how an employee’s open work is reassigned when they leave. Additional task types and provider changes are considered in the maintenance plan. ## Frequently Asked Questions ### What counts as completing a task? Each task type has an agreed result. A catalogue task could record the document sent and a completion note. Reading the original message does not count as finishing it. ### Will every WhatsApp message become a task? No. A person can select messages, or defined messages can enter a review queue. Ordinary conversation should not produce a task for every sentence. ## Discuss your workflow [Describe one job your team currently hands over through messages](https://oguzerol.com/en/contact/). We can define its owner, deadline and completion rule before building the workflow. [Back to top ↑](https://oguzerol.com/en/whatsapp-message-to-task-workflow/#icerik) ## You may also find these useful [WhatsApp Multi-Agent Inbox and Assignment PanelAssign WhatsApp conversations, show who is replying and control handovers. Build a shared team inbox connected to the records your staff actually use.](https://oguzerol.com/en/whatsapp-multi-agent-team-inbox/)[WhatsApp Opt-In and Preference ManagementRecord WhatsApp preferences by purpose, source and date. Recheck queued messages when consent changes and define a management panel for your workflow.](https://oguzerol.com/en/whatsapp-opt-in-management-panel/)[WhatsApp Order Status NotificationsSend permitted order updates from your business records. Connect approved templates, duplicate checks and delivery tracking in a custom WhatsApp workflow.](https://oguzerol.com/en/whatsapp-order-status-notifications/) [Browse all articles →](https://oguzerol.com/en/articles/) WHAT YOU CAN ASK FOR ## How do I work? Work-hour packages Tell me about your business and what you need on WhatsApp or by phone; we agree on **a work block of somewhere between 5 and 40 hours** and I start doing what is needed. What you get is not a calendar window — it is net working hours spent directly on your business. I can use 40 hours working three days straight, or deliberately spread it out and finish it over a year — whatever the work calls for. I do not spend my time estimating how long something will take, I spend it doing the work; every hour I spend leaves a lasting result in your business. We keep going for as long as you find it useful. WORK BLOCKS ## Why not monthly? Is 40 hours a week? On a fixed monthly fee both sides are watching the wrong thing: you watch a fixed cost, the other side watches how many more contracts like this they can line up. Working by the hour puts us both in front of the same thing — the real value of the work that got done. I know not having an upfront answer to "how much will this cost in total?" is the natural cost of this model. But instead of paying a fixed fee for months to a setup that is not producing results, you only pay for the qualified time spent on your work — and you see exactly where that time went, start to finish. That is why my clients keep coming back. 5hours300€ + VAT60€ per hour[Choose this block](https://wa.me/905496546489?text=Hi%2C%20I%27d%20like%20info%20about%20the%205-hour%20work%20block.) 10hours500€ + VAT50€ per hour[Choose this block](https://wa.me/905496546489?text=Hi%2C%20I%27d%20like%20info%20about%20the%2010-hour%20work%20block.) 20hours800€ + VAT40€ per hour[Choose this block](https://wa.me/905496546489?text=Hi%2C%20I%27d%20like%20info%20about%20the%2020-hour%20work%20block.) 40hours1,400€ + VAT35€ per hour[Choose this block](https://wa.me/905496546489?text=Hi%2C%20I%27d%20like%20info%20about%20the%2040-hour%20work%20block.)