Tasks

How to work with tasks

It is best to add new tasks through Action. You can see the complete list of tasks in Data, while Analytics is used to review tasks and track progress.

  • Add new tasks through Action.
  • Open Data to see the complete list of tasks.
  • Use Analytics to review tasks and track progress.

Task statuses

A status shows the current stage of work on a task.

0 — No status An active task with no specified stage.
1 — Planned A scheduled task with a planned date.
5 — Waiting A task waiting for an external decision or action. Moves to the current day without consuming workday time.
2 — In progress An active task currently being worked on.
4 — Failed Ended in error or unable to execute. Excluded from automatic daily rollover.
3 — Completed A successfully finished task.

Task priorities

A priority shows how urgent the task is. The smaller the number, the earlier it is considered.

0 0 — No priority No special urgency.
1 1 — Urgent A blocker or urgent task.
2 2 — Important Important work for the current period.
3 3 — Non-critical Useful work that can follow higher priorities.

Task autosorting

Task sorting can happen in three situations:

  • When adding a task through Action Turn on Smart sorting before saving. After creation, the task is placed into the available work schedule.
  • In Task analytics Run sorting for existing tasks and select additional tools when needed.
  • Daily rescheduling After the user’s local day ends, overdue unfinished tasks are moved to the current date and placed into available intervals. Current, future, failed and completed tasks are not moved.

General sorting rules

  • Occupied time Already scheduled time is skipped. If the task does not fit, it continues in the next available workday.
  • No time estimate A task without a planned duration is calculated as 60 minutes.

Statuses

How autosorting handles each task status:

  • No status The unfinished task participates in sorting.
  • Planned Current and future planned tasks stay fixed to their scheduled date and are never shifted by autosorting. If the planned date has passed, they are moved to the current date without consuming workday limits, waiting for user review.
  • Waiting Moved to the current day as a bundle without participating in multi-day capacity allocation or consuming working hours.
  • In progress This status has a higher sorting priority. Sorting moves the unfinished task to the current date and the next available interval.
  • Failed Tasks in Failed status are excluded from automatic daily rollover and autosorting.
  • Completed The task is excluded from the active sorting queue.

Priorities

How autosorting orders tasks by priority:

  • Urgent (1) Scheduled first in available working time.
  • Important (2) Placed right after urgent tasks.
  • Non-critical (3) Placed in the working schedule after priorities 1 and 2.
  • No priority (0) Scheduled last after all tasks with an explicit priority.

User profile settings

  • Workday The assignee’s workday start and length define the available working interval.
  • Working days The task is placed only on the assignee’s configured working days.

Client settings

  • Work start date The client’s work start date determines when work for that client can begin.
  • Monthly limit The client’s monthly hour limit is checked separately. When it is full, the task moves to the next client period.

Project settings

  • Monthly limit The project’s monthly hour limit is checked separately and can move the task to a later project period.

Task execution with AI

Assign a task to an AI agent. It starts immediately or at the scheduled time.

If the task concerns a specific website, connect that website as a project. The AI agent can then connect to the site and complete the task. See the website integration guide.