Tasks (Advanced): Linking Tasks to Jobs & Automove

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Pipelines can be automated so that as jobs move from stage to stage, new tasks are automatically generated. Each stage might contain a different set of tasks, and once those are completed, the job automatically moves to the next stage. Here, we explain how to manually link tasks to jobs as well as automate them. Plus, we show you how to set up automove.

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Manually Adding Tasks vs. Automating Tasks

Each job requires a set of tasks, such as getting a client to sign a contract, complete an organizer or upload a document. TaxDome allows you to automate your pipelines so that tasks are created on their own as jobs progress. However, you can also manually link tasks to jobs using the Tasks feature. For instance, you might want to link the task Ask the client for additional income info to a 1040 Return 2020 job.

To learn how to manually link tasks to jobs, go here.

It is a huge time-saver when you set up your pipelines to automatically generate tasks at different stages.

Need an 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 pipelines, go here.

Linking Task to Jobs & Setting Up Automove

After you link a task to a job, set up Automove to make the job automatically go to the next pipeline stage once the task is completed.

  • A specific task can be linked only once to a job.
  • 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.

Here’s how you do it:

1. Access the pipeline’s settings, add the stage for the task, then toggle on Automove Jobs. You can either add the Create Task automation (for more details, go here) or link the task manually.

2. To link the task manually, select the job while creating (or editing) the task.

Or go to the pipeline, make sure that the job is in the right stage, click the job box, click + Link on the top right, select Tasks, then choose the tasks. You can link any tasks previously sent to a client.

  • With recurring tasks, the start date is shown next to the task name.
  • Filter tasks by status. By default, all tasks, except for completed ones, are displayed. Click FILTER on the top right to select the statuses you want to view.

Once tasks are linked, view them in the Tasks section. 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.
  • ASSIGNEE(S): You can change the team members assigned to the task here if needed.
  • STATUS: Tasks are PLANNED, IN PROGRESS or COMPLETED. You can change the status here if needed.
  • PRIORITY: Tasks are labeled LOW, HIGH, MEDIUM or URGENT. You can change the priority here if needed.
  • Plus, click on the task’s name to review it and edit its details.

Click the x to unlink unnecessary tasks.

When automove is enabled, jobs automatically go to the next stage when tasks are completed. If you’re manually moving a job to the next stage, you’ll need to decide what to do next with the incomplete task: Unlink it, move it to the next stage, delete it, or mark it completed (for more details, go here).

Managing Tasks

You can manage linked tasks in three places:

  • The task editing window: Here, you’ll see which pipeline and stage the task is in. Click on the pipeline’s 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 on the job’s name if you need to make changes to a linked task.

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

How to 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 that includes 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 pull-down menu appears in the Unfinished Requirements section. Choose one of the prompts:

  • 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

Usually, a task assignee is selected in the task template. However, you can change it inside the Create task automation in the pipeline settings: toggle on Assign task to job assignee. This will overwrite the task assignee defined in the template.

When a job is moved to a new stage, the task assignee will automatically match with the job assignee. You can make changes to task assignees manually if needed.

tip

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.

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