Tasks (Advanced): Link tasks to jobs

Each job requires a set of tasks, such as asking a client to sign a proposal, complete an organizer or upload a document. TaxDome allows you to automate your pipelines so that tasks are created automatically as jobs progress. However, you can also link tasks to jobs manually. Here, we explain how to use tasks inside pipelines.

Link tasks to jobs 

Linking tasks to jobs is possible either automatically or manually. It is a huge time-saver when you set up your pipelines to automatically generate tasks at different stages. 

When you are linking tasks to jobs automatically, it is done either via stage automations or via custom status automations. For example, add a  Manager review task automation in the Review stage of a pipeline so that when jobs hit that stage, team members responsible for the jobs are automatically assigned the task to review the returns. To learn how to automate tasks in pipeline stages, go here.

However, in some cases, you may also want to link tasks to jobs manually. 

There are two ways to do it:

• From the task creation/editing screen: Once the client account is selected, select a job. 
• From a job card: Open the job card, then click Link in the Linked section, select Task, choose the tasks or edit them by clicking the task name and click Save. You can link any tasks created for the same client account. You can also create a new linked task by clicking New in the Linked section of the job card, selecting Task and filling in its details. Or, to link a task that will affect the job status change, move the job to a new custom status and the status-related section of the job card, click Add new or Link.

Note the following:

• A specific task can be linked to a job only once.
• A job might include as many different tasks as needed.
• Tasks are linked to jobs by a firm owner, admin or team member with access rights to view all accounts or assigned to the account.

Once tasks are linked, view them in the Linked > Tasks section on the right of the job card and edit them by clicking the task name, then clicking Save. Tasks linked last are listed first.

You’ll see the following:

• Name: What the task is called. If the task is recurring, a clock appears next to it.
• Subtasks: This counter shows the number of completed subtasks on the left and their total on the right.
• Assignee(s): You can change the team members assigned to the task here if needed.
• Status: Tasks are Planned, In review, In progress, On hold, Extended, Waiting for client/signatures/agency, Completed, Canceled or with No status. You can change the status here if needed.
• Plus, click on the task name to review and edit its details. Click the x to unlink unnecessary tasks.

Manage linked tasks

You can manage linked tasks in three places:

• The task editing window: Here, you’ll see which pipeline the task is in. Click the pipeline name to go to it.

• The task list: Here, you’ll see the job the task is linked to as well as the pipeline and stage it’s in. Click the job name to open the job card.

• The pipeline: The counter on the right shows the number of unfinished tasks in the current stage. For more details, go here.

Change a task’s status or assignee inside a pipeline

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

• Reviewing a job’s details: Add, delete or change the assignees of the linked task inside the current stage. See above for details.
• Moving a job to a new stage with a Create task automation: Add, delete or change the assignees when the task is added to a pipeline.
• Moving a job with incomplete 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 incomplete tasks when a job is moved to a new stage, a drop-down menu appears in the Unfinished Requirements section. Choose one of the options:

• Mark complete: Change the status of the task to Completed.
• Move to next stage: Move the task to the next stage without changing its status.
• Delete: Delete the task from the job.
• Unlink: Unlink the task from the job. (It will still be available but no longer linked to the job. Once you unlink a task, you can link it to another job.)

Match task assignee with job assignee

Note: If Job Assignee is not selected, then the assignee field remains empty for the tasks that are triggered by the automation with the Assign task to job assignee option enabled.