Tasks in Jobs

While a job moves through the different stages of a pipeline, your team will need to perform various tasks to keep it progressing until it’s done. Learn how to add automated tasks to a pipeline, link tasks to jobs manually, and change assignees to a task on the fly.

Covered here:

How to Use Tasks With Jobs

Each job requires a set of tasks—for example, get the client to e-sign a contract, complete an organizer, or upload a document. You can link these tasks to a job, using our Tasks feature. For instance, you might link the task Ask the client for additional income info to a 1040 Return 2020 job. 

Find out more about linking tasks to jobs.

Pipelines allow you to automate—that is, trigger certain actions to happen automatically. You can set things up so that when a job moves to a new stage in a pipeline, an action happens on its own. Automations are template-based. You can, for example, set up a Manager Review task template to be triggered, so that one of your team members knows that they need to review a return once a job enters the Review stage of a pipeline.

For more details, see how to add automations to pipelines.

Automating Tasks Inside Pipelines

To create an automated task, you’ll first need to create a template. For more details, go to Custom Task Templates. Once you have a template, follow these steps:

1. Go to Settings from your left sidebar menu, select Pipelines, then click on the pipeline name or click on the CREATE PIPELINE button.

2. Select the stage you want to add the automation to, click + Add automation, then select the Create Task automation from the pull-down menu.

3. Select a task template for the automation.

4. Click the SAVE button to keep your changes.

Once a job is moved to a stage with a Create Task automation inside a pipeline, a pop-up will appear showing the automation that will be triggered. Here, you can add, delete, or change task assignees if needed, then click MOVE. The task will automatically get linked to the job. 

If you don’t want the task to be automatically created, deselect the action.

Linking Tasks to Jobs

Tasks are linked to jobs either by adding automations or manually. While adding tasks to a pipeline by using automated actions involves a change in the pipeline, manual linking allows you to track all the tasks in a pipeline without modifying it or using a task template. 

Tasks can be linked by a firm owner or any team member who has access rights to view all accounts or is assigned to the client’s account.

1. In the chosen stage of a pipeline, click on the job box, click + Link at the top, then select Task.

2. Choose the task(s). You can link any tasks that were previously assigned to the client’s account and as many as needed. 

  • With recurring tasks, the start date is shown next to the task name to make it easier to select the correct one.
  • Filter tasks by status to quickly see what state your tasks are in. By default, all tasks except completed ones are shown. Click the FILTER button to select the statuses you want to view. 

Once tasks are linked, you can see them in the Tasks section. You can always get more information about it and make changes to it if needed:

  • NAME: the name you chose for the task. If a task is recurring, you’ll see a clock icon next to its name.
  • ASSIGNEE(S): view and change the team member(s) assigned to the task.
  • STATUS: view and change the current status of the task. Tasks are in either a PLANNED, IN PROGRESS, or COMPLETED status.
  • PRIORITY: view and change the current priority of the task. Tasks have either a LOW, HIGH, MEDIUM, or URGENT priority tag.
  • Click on the task’s name to review and edit other details.

Click the cross icon to unlink unnecessary tasks.

How to Identify Tasks Linked to Jobs

You can manage linked tasks in these three places:

  • The task editing window: Here, you’ll see which stage the task is in and the pipeline it belongs to. Click on the pipeline’s name to navigate to it.

  • The task list: Here, you’ll see what job the task is linked to as well as the stage and pipeline it’s in. Click on the job’s name if you need to make changes to a linked task.

  •  The pipeline: Look at the counter at the right of the job box to find out if there are any unfinished tasks or other job elements for the current stage. See the article for a detailed explanation.

How to Change a Task’s Status or Assignee Inside a Pipeline

Usually, you assign tasks to team members while creating a task or a task template. However, you can change who is assigned to a task when...

  • ...reviewing job details. Add, delete, or change the assignees of the linked task inside the current stage. See above for the details.
  • ...moving a job to a new stage that includes a Create task automation. Add, delete, or change the assignees when the task is added to a pipeline. 
  • ...moving a job with uncompleted tasks to a new stage. Add, delete, or change the assignees when moving a job with unfinished tasks to the next stage. 

If there are uncompleted tasks when a job is moved to a new stage, a pull-down menu in the  Unfinished Requirements section appears with the following selections to choose from: 

  • Mark complete: This changes the status of the task to COMPLETED.
  • Move to next stage: This moves the task to the next stage without changing its status.
  • Delete: This deletes the task from the job. 
  • Unlink: This will unlink the task from the job. (It will still be available but no longer linked to the job.) 
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