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Managing workflow tasks

Workflow tasks (to-dos) are created and worked from the task list (/dashboard/tasks) and from the related-tasks panel on records like deals, documents, and contacts. See Workflow tasks and to-dos for the concepts.

Requires: a logged-in user. Access is scoped to your site; pooled tasks additionally restrict claim/complete to the task's assignees.

Creating a task

  1. Open Create task from the task list, or the + on a record's related-tasks panel (which pre-links the new task to that record).
  2. Enter the name and description, set a due date, and confirm the related record if any.
  3. Choose the completion mode:
  4. Manual — someone marks it done.
  5. Event — it auto-completes when a trigger event fires on the related record (e.g. the document being approved).
  6. Add actors (assignees). For multiple actors, set the pool mode:
  7. Any — any assignee can complete it.
  8. Claim — an assignee must claim it first, then complete it.
  9. Optionally add reminders — a date and the recipients to email.
  10. Save.

Note: creating or assigning a task does not notify the assignees — only dated reminders email people. Tell assignees another way if they need to know immediately.

Working a task

From a task's detail view:

  • Claim — take a claim-pool task (first claim wins).
  • Complete — mark it done. On an any-of-pool task this dismisses the other assignees.
  • Cancel — cancel the task.
  • Comment — add a note to the task's log.
  • Edit — change the name, description, due date, related record, completion mode, or reminders. (Editing does not change the assignees.)

If it fails

  • You can't claim/complete a pooled task — you're not one of its assignees.
  • Someone else's completion closed your task — pooled tasks are first-come; completing/claiming dismisses the other actors.
  • An event task isn't auto-completing — its trigger event may not fire (for example, invoice-paid is not currently wired), or the related record/type doesn't match the trigger.