Work Management
Tasks
Manage task workbench, calendars, categories, task form schemas, subtasks, and completion.
Tasks
Tasks covers The operational work layer: workbench, list, calendar, schedules, categories, form schema, subtasks, comments, and completion. Use this page when you are configuring the live product surface, planning a rollout, or checking why users see different data from what an administrator sees.
What this surface is
- Primary purpose: The operational work layer: workbench, list, calendar, schedules, categories, form schema, subtasks, comments, and completion.
- Where staff start: Staff work from
/tasks/tasks,/tasks/list,/tasks/calendar, and/tasks/schedule. - Where admins configure it: Admins configure categories at
/tasks/categories, category fields at/tasks/categories/:categoryId/form-schema, and task settings at/tasks/settings. - Runtime/detail surface: Task detail pages include assignment, due dates, status, subtasks, comments, related records, and activity.
- Platform connections: Tasks are created manually, from records and tickets, by schedules, and by workflow nodes.
Common workflows
| Workflow | What happens | Where to check |
|---|---|---|
| Decide whether | Decide whether the work is a one-off task, a recurring schedule, a workflow-created task, or a subtask | Confirm in the product route above before publishing. |
| Create categories | Create categories for distinct work types such as onboarding, follow-up, compliance review, or maintenance | Confirm in the product route above before publishing. |
| Configure each | Configure each category schema so task forms capture only the fields needed for that work type | Confirm in the product route above before publishing. |
| Set assignee, | Set assignee, team, deadline, priority, recurrence, and related object rules before inviting users | Confirm in the product route above before publishing. |
Configure it
- Decide whether the work is a one-off task, a recurring schedule, a workflow-created task, or a subtask.
- Create categories for distinct work types such as onboarding, follow-up, compliance review, or maintenance.
- Configure each category schema so task forms capture only the fields needed for that work type.
- Set assignee, team, deadline, priority, recurrence, and related object rules before inviting users.
- Check calendar and list views to ensure due dates and filters make sense for operators.
- Use subtasks for checklists that belong inside one accountable task, not as separate process owners.
- Test reminders, comments, related records, and completion rules with a non-admin user.
- Review dashboards after test completion to confirm counts, overdue status, and team metrics.
Configuration options
| Option | Use when | Notes |
|---|---|---|
| Workbench | Operators need a daily queue | Route: /tasks/tasks. |
| List | Managers need filtering and export-like review | Route: /tasks/list. |
| Calendar | Due dates and appointments are the main control | Route: /tasks/calendar. |
| Schedule | Work repeats on a cadence | Route: /tasks/schedule. |
| Category schema | Different task types need different fields | Route: /tasks/categories/:categoryId/form-schema. |
| Approvals | A task is part of a decision flow | See /tasks/approvals and /approvals/list. |
Operating notes
- Keep task categories small enough that dashboards and reports remain meaningful.
- Use teams when ownership can rotate; use named users when one person is accountable.
- Recurring schedules should have clear pause and ownership rules for holidays or absences.
- Overdue counts depend on deadline and completion state, so avoid using completion as a general status note.
- Tasks linked to records or tickets should keep the parent context visible to reduce duplicate data entry.
- If users cannot see tasks, check role permissions, team membership, assigned user, and filters.
- Use comments for collaboration and schema fields for values that need filtering or reporting.
- Avoid creating workflow tasks without a clear escalation or completion owner.
- Archive or close stale task categories before creating replacements with similar names.
- Review task metrics regularly; they are a useful early warning for overloaded teams.
For developers
Use the developer and reference pages when this configuration is read or changed by code, scripts, widgets, embeds, API clients, or webhooks.
- /developer/overview
- /developer/quickstart-api
- /reference/jql-overview
- /reference/namespaces
- /developer/data-hooks