Tasks

A task runs on its own, no workflow needed. This video creates a simple AI task, runs it and reads the result and its cost.

Use it when: Your first visit to the Tasks page, or when you want to try a request quickly before putting it into a process.

Steps

1. 1Open Tasks in the sidebar. The How it works card sums up the three moves: create, run now, chain into a workflow.
2. 2Click Create task and pick a type. Each type has its own video in this chapter.
3. 3For an AI task: name it, write the request as you would to a colleague, and pick an assistant to borrow its knowledge and tone. Click Add task.
4. 4On the new card click Run now. The badge turns Running, then Succeeded a few seconds later.
5. 5Click the task and open the run under Run history: the result and the credits used are right there.

Outcome: Your first task created, run once, and you can read the result and cost in Run history.

An AI task takes the previous step's result as input and follows the request you write. The more specific the request, the closer the result.

Use it when: You need to summarise, classify, draft content or look up outside data in a fixed format.

Steps

1. 1Create a task and pick AI task. The Prompt box is the heart of it: say what to do with the input and what the output should look like.
2. 2The default model follows your organization's setting. Pick an assistant when you want its knowledge and tone.
3. 3Turn on Web search when you need outside data and pick a scope. Search costs extra credits on top of the model.
4. 4Connected apps let the task read from Gmail, Google Sheets, Docs and more, up to three apps. Read-only by default; allow writes only when you trust the request.
5. 5Add the task, click Run now and open the run: the result with its sources, and the cost right under the run.

Outcome: A good request written, and you know when to enable web search and attach apps as data sources.

When a task reads from Gmail or Sheets on a schedule, the New records only option makes it remember what it has handled and skip it next time, so old emails are never summarised twice.

Use it when: The task runs repeatedly over the same inbox or spreadsheet.

Steps

1. 1Edit the AI task and tick a data app (Google Sheets, for example). The New records only option appears, switched on by default.
2. 2Save. The task detail page shows a Processed records block with how many records it remembers.
3. 3Click Clear memory for a fresh start; you are asked to confirm because the next run will treat everything as new.

Outcome: A scheduled task that never redoes old work, and you know how to reset its memory.

The meeting bot joins Google Meet, Zoom or Teams for you, records, and returns a transcript. Chain an AI task after it and you get a written summary.

Use it when: A meeting needs minutes and nobody is free to take them.

Steps

1. 1Create a task and pick Meeting bot.
2. 2Paste the meeting link, name the bot as it will appear in the room, pick the transcript language and a maximum duration.
3. 3Leave the join time empty: the bot joins when the task runs, or when the workflow trigger fires.
4. 4Add the task and click Run now. The bot knocks on the meeting; once the host admits it, recording starts.
5. 5When the meeting ends the run turns Succeeded. Open it: the transcript with speakers is in the result, next to a Bot details button.

Outcome: A bot sent into Meet and a transcript pulled from the run result.

With a Zoom link, the dialog shows an extra Zoom account field. Rooms with Only authenticated users enabled admit signed-in participants only, so the bot borrows an account.

Use it when: Your company's Zoom meetings require participants to sign in.

Steps

1. 1Create a Meeting bot and paste a zoom.us link. The Join with Zoom account field appears right below, with a hint about rooms that require authentication.
2. 2Leaving it empty only works for public meetings. For rooms that require sign-in, pick a Zoom account connected under Integrations. If there is none, click Connect Zoom right here.
3. 3Name the bot, set the maximum duration and click Add task. The task card shows which account the bot uses.

Outcome: Know when the bot needs a Zoom account and how to pick one for rooms that require authentication.

Each plan includes free meeting hours per month. Past the free hours, StepX charges credits per minute the bot actually spends in the room.

Steps

1. 1Open Billing, Limits this period: the Meeting minutes row shows how many hours are left this month.
2. 2Edit a meeting bot: the hint under Maximum duration explains how credits are charged once the free hours are used.
3. 3Maximum duration is both when the bot leaves and how many credits are reserved while it runs. Keep it short when running several bots at once.

Outcome: You know how many free hours remain and how maximum duration affects credits.

A condition checks the previous step's result and decides which branch the next steps take: true, false or always.

Use it when: A process needs to branch: alert only when a keyword appears, log only when a field crosses a threshold.

Steps

1. 1Create a task, pick Condition and name it.
2. 2Each rule compares the Input text or a JSON field using one of ten operators: contains, equals, greater than, empty…
3. 3Click Add rule for more rules; choose whether every rule must hold or just one.
4. 4Add the task. In a workflow, the next step picks the true, false or always branch.

Outcome: A condition on a keyword or a data field, ready to branch a workflow.

Approval pauses the run until a person clicks Approve or Reject. AI does the work, a human decides.

Use it when: Something is about to go out and a person should look at it first: a newsletter, a quote, a post.

Steps

1. 1Create a task and pick Approval. Name it and write the message the approver will read.
2. 2Set a maximum wait; past it counts as rejected.
3. 3Tick Email and enter the approver's address, or Webhook for your own system. The decision can always be made on the run page too.
4. 4Add the task and click Run now: the run pauses at Waiting.
5. 5The approver gets an email, opens the link, no sign-in needed, reads the content and clicks Approve. The run continues immediately and turns Succeeded.

Outcome: An approval gate in place, decided from an email link without signing in.

Deliver sends the previous step's result where you need it: webhook, Gmail, Google Sheets, Docs, Drive, Excel, Messenger, Zalo. This section picks Gmail.

Use it when: Every finished run should end in an email to a colleague or a customer.

Steps

1. 1Create a task and pick Deliver. Open Send to and choose Email (Gmail).
2. 2Pick a connected Gmail account, enter recipients and a subject. No account yet? Click Connect account.
3. 3Add the task. Chained after an AI task in a workflow, every run sends an email; Run now sends whatever input you give it.
4. 4Open the run: the result says who received it and from which account.

Outcome: Process results delivered by email automatically.

Google Sheets is the simplest log: each run appends a row. Tabular results become one row per record.

Use it when: You want a record of every run to track, filter or chart.

Steps

1. 1Create a task, pick Deliver, channel Google Sheets, then pick a connected account.
2. 2Paste the spreadsheet link and the sheet name. Leave the link empty and StepX creates a new spreadsheet each run.
3. 3Add the task and click Run now. Open the run to get the spreadsheet link and see the new row with time and content.

Outcome: One row in Google Sheets for every run.

A webhook posts the result as JSON to your URL: a CRM, Zapier, an internal system. It is the default channel of Deliver.

Use it when: You have your own system that should receive the data automatically.

Steps

1. 1Create a task and pick Deliver; Webhook is already selected. Paste the receiving URL.
2. 2Add the task, click Run now and look at the receiver: one POST with the full result, task name and timestamp.
3. 3Open the run to see the result and the receiver's status code.

Outcome: Your system receives the result as soon as the process finishes.

The template gallery has thirteen ready-made tasks: Meet, Zoom and Teams bots, AI summaries, email delivery, Sheets logging, an approval gate. Each card says what to fill in.

Use it when: You want a working task in a minute instead of configuring from scratch.

Steps

1. 1On the Tasks page click Templates. Filter by category: Meetings, AI, Deliver, Conditions.
2. 2Read the To fill in line on each card. The AI meeting summary template needs nothing at all.
3. 3Click Use template. The dialog opens pre-filled; adjust if you like and click Add task.

Outcome: A task created from a template, and you know which templates need what.

Run history collects every run of this task, standalone or in a workflow, with time, status, cost and error.

Use it when: A run failed and you need to know why, then run that exact step again.

Steps

1. 1Open the task and scroll to Run history. The badge on each row says whether it ran alone or in which workflow.
2. 2Click a failed row to read its input and the error message. Click Open run for the whole run.
3. 3On the run page click Retry from this task, read the confirmation and click Retry. A new run starts from the failed step with the same input.

Outcome: You can read why a run failed and retry from exactly that step.