Working in Tasks

Open Tasks to find assigned work and the tools that created it. What you see depends on your permissions and the features enabled for your church.

Find the right work

If Tasks shows My work, Incoming, Church work, and Completed, choose the view that matches your goal:

• My work shows operational tasks, person follow-ups, and workflow steps assigned to you.
• Incoming opens requests for review in their source. Reading or routing a request does not complete the work that follows.
• Church work shows open work across the church within your permissions. It does not mean every item is assigned to your team.
• Completed shows recent completed tasks, follow-ups, and workflow runs. Look in the source workspace for canceled or removed history.

Open an item's Review action to inspect its owner, context, and available actions. Use Previous and Next when more pages are available. If a source could not load, use Reload Tasks; an unavailable source is not an empty work list.

If your page shows Your follow-ups instead, use that list for person follow-ups and Work tools for operational tasks, forms, and workflows. The combined views are not enabled for every church.

Manage an operational task

An operational task is an assignment such as preparing a room or checking equipment. For work attached to a person's care or a repeatable process, use the existing person follow-up or workflow instead.

1. 1

   Open Operational tasks

   Use Work tools → Operational tasks, Manage tasks where shown, or open Operational tasks.

2. 2

   Review the assignment

   Open a task to check its assignee, optional due date, linked context, and activity. A task without a due date is not overdue.

3. 3

   Complete the task

   When the assignment is finished, choose Complete. This completes only this operational task. It does not complete a follow-up, advance a workflow, or finish work associated with a saved list.

With View assigned tasks, you can see and complete your own assigned operational tasks. Manage church tasks lets you manage tasks across the church, edit an open task, change its assignee, cancel it, or reopen a closed task. Recent completed and canceled tasks appear under Recently closed in Operational tasks. Reopen a closed task before editing it.

If your church has task creation enabled and you have Manage church tasks, choose New task, add a title and assignee, optionally add a due date or linked context, and choose Assign task. The assignee must have access to tasks and the selected context. Linking a record does not grant additional access to that record.

Keep each kind of completion separate

A person follow-up has its own completion action and optional completion note. Viewing follow-ups requires notes access; completing one requires Write pastoral notes. Completing a follow-up does not move the person to the next workflow step.

A workflow item shows the current step and its effective owner. Use the workflow action only when that step is finished. See Continuing a workflow for the difference between completing a step and completing a workflow.

If a result is unclear

Follow the message beside the item. If Scout cannot confirm the result, reload the item and check its current state before repeating the action. If a follow-up is completed but its note could not be confirmed, check the person's notes before adding the note again.

If an item is unavailable or your access has changed, return to Tasks. Ask your church administrator to check your permissions if you need access for your role. See What each permission controls.