Tasks

Tasks are the individual actions that make up a workflow. Each task definition describes what needs to be done, who should do it, and how it behaves when performed. Task definitions created here are available to add to Workflows, and can also be added directly to individual jobs.

Tasks list

The tasks list shows all task definitions in your organisation, with columns for order, name, type, description, the number of workflows it appears in, and whether it is active. Use the Search field to filter by name or description.

Show inactiveToggle

Includes inactive tasks in the list.

When enabled, inactive tasks appear in the list alongside active ones.

Task types

The following task types are available. Each type determines what happens when the task is performed, and some types reveal additional fields in the task editor.

Type	Description	Extra fields
Start workflow	Adds a workflow and all its tasks to the job. Performed automatically as soon as the task is added.	Workflow to start.
Email	Sends an email using a selected template. Requires email integration.	Email template.
Memo	Records a note on the job.	Default short notes, Default detailed notes.
Review attachment	Marks an attachment as reviewed.	Attachment type to review (Report, Invoice, Attachment, Other), Default short notes.
Template	Adds a template file to the job.	Template type (Report or Attachment).
Call	Records a reminder to call a contact on the job.	Default short notes, Default detailed notes.
Form	Adds a form or document to the job.	Form type (Invoice, Calculations, Job summary, Other).
None	A general-purpose task with no specific action.	Default short notes, Default detailed notes.
Stop all tasks	Automatically cancels all remaining tasks on the job when performed.	Default summary.

Reordering tasks

Click Reorder to open the reorder dialog and drag tasks into your preferred order. The order you set here is reflected in the tasks list and in the task picker when adding a task to a job's workflow. You will need to refresh the page before the new order appears in the add tasks dialog.

Click Reset order to discard any unsaved drag changes and return to the previously saved order. Click Save order to commit your changes.

Creating a new task

Click New to open the new task dialog. Fill in the fields and click Save to add the task to your organisation.

Field	Description
Task name	The name displayed on the task throughout the system.
Description	A brief description of what the task is for. Optional.
Workflow to stop	An optional workflow to stop when this task is performed. Use this to end a parallel workflow as part of a task action.
Conditions	Requirements that must be met before the task can be performed. Condition editing is not yet available in the interface. Existing values are shown in read-only mode.
Consequences	Changes applied to the job when the task is completed, such as updating the job status. Consequence editing is not yet available in the interface. Existing values are shown in read-only mode.

ActiveToggle

Controls whether the task is available to use.

When enabled, the task appears in the task picker and can be added to jobs and workflows. When disabled, it is hidden from the list by default and cannot be added.

Task typeInput

Controls what happens when the task is performed.

Some types reveal additional fields in the editor. See Task types for details.

AssigneeInput

The user or role responsible for performing the task.

For email tasks, only users and roles with permission to send emails are available for selection.

Assignee onlyToggle

Restricts task completion to the assigned user or role only.

When enabled, only the assigned user or role can mark the task as complete.

Perform task as soon as it is addedToggle

The task is performed automatically when added to a job.

When enabled, the task runs without requiring a user to action it. Enabling this clears the assignee.

Can be performed on archived jobsToggle

Allows the task to be actioned after a job has been archived.

When enabled, users can still perform this task on a job even after it has been archived.

Required for job to be completedToggle

Prevents the job from being marked as complete until this task has been performed.

When enabled, the job cannot be marked as complete until this task has been performed.

Managing tasks

EditAction

Double-click a row or click the Edit button to open the task editor.

CloneAction

Click the Clone button to open the "Create a Task" dialog with all the original details pre-filled.

DeleteAction

Click the Delete button to open the confirmation dialog. A task cannot be deleted while it is included in one or more workflows. The dialog will list any that need updating first.