How to work with tasks in the mobile app

Tasks in the app are the same as under Work → Tasks in the web account: comments, files and statuses are synced. Tasks are usually assigned by a manager or created automatically — from audit violations and HACCP deviations.

Sections of the Tasks tab

At the top of the Tasks tab there may be a Tasks | Requests | Approvals | Department switcher. Sections other than Tasks are visible only if process requests or decisions on requests are available to you, or you are a member of a department. How to work with them is described in Requests and approvals in the app.

Which tasks you see

The Tasks section shows the tasks you take part in. There are three kinds, depending on your role:

• you're an assignee — you're responsible for getting it done;
• you're a watcher — you follow the progress but aren't responsible for the work;
• you're the creator — you set the task yourself.

A task has a due date, assignees, comments, files and an overdue flag. Urgent and high-priority tasks carry a priority label, and tasks not created manually carry a source label: Audit, HACCP, Request, HR or the process number.

Task statuses

For audit violation tasks with work review enabled in the automation scenario, the In review status is set automatically when the assignee marks the task as done. The Awaiting approval status is set by the process route — it isn't chosen manually.

How to complete a task

1. Open the task. In the app, go to the Tasks tab and choose a task where you're the assignee.
2. Start working on it. Change the status to In progress.
3. Attach a photo or file. For example, a photo of the fixed violation.
4. Write a comment. Comments are visible to all task participants and in the web account.
5. Mark it as done. Change the status to completed.

Tasks from HACCP deviations

A task to fix a HACCP deviation is marked HACCP deviation and works like an audit task: the card shows the "After" photo and review requirements, the assignee attaches the photo and submits the task for review, and the task creator taps Accept or Return in the app. More in HACCP deviations and corrective actions.

How to create a task

1. Tap "+". In the menu, choose Task. The same menu has Request by QR code and, if processes are available to you, Process request.
2. Fill in the title and description. The title needs at least 2 characters.
3. Choose the status and priority. A task is New by default, but you can set it straight to, for example, In progress. Priority — Urgent, High, Medium (default) or Low.
4. Assign people. Assignees (up to 20) and, if needed, watchers (up to 50) from your company's employees.
5. Choose the location and department. Both are optional. The location list only shows locations where you can set tasks: your own locations and those where you have the “All location tasks” permission (an administrator sees every company location).
6. Set the due date. Also optional: a task without a due date never becomes overdue.
7. Add tags and subtasks. Up to 10 tags — from the suggestions or your own — and up to 50 subtasks: items you tick off as the work progresses.
8. Attach files. Up to 10 photos or documents, up to 20 MB each.
9. Save. Assignees get the “You have been assigned a task” push notification.

If you choose a department and no assignees, the task goes to the department queue: a department member takes it or the head assigns it — see Requests and approvals in the app. If assignees are set, the task counts as already taken.

How to edit a task

Open the task — in the card you can change everything you set when creating it and do everything the website allows:

• Fields. Title, description, status, priority, assignees, watchers, location, department, due date and tags. Every change is written to the task history, which is also visible in the web account. New assignees get a notification.
• Subtasks. Add items, tick them off, rename and delete them.
• Comments. You can edit or delete your own comment, but not other people's.
• Files. Add files, tap to open them and delete the ones you don't need.
• Duplicate. Creates the same task — with the same people, tags and subtasks (unticked) — with “(copy)” in the title.
• Delete. The creator can always delete their own task; someone else's task can be deleted by an employee with the “Deleting other people's tasks” permission at the task's location (a task without a location — only with this permission at all locations). A deleted task disappears from the lists both in the app and on the website.

Frequently asked questions