Feature catalogue

Tasks

A task is a piece of work someone owes on a record: a document to chase, a declaration to collect, a call to make. It has an owner, a due date, a priority and a status, and it stays on the record until someone closes it.

The Tasks panel sits on the customer screen, the account screen and the banking entity screen. It lists every task filed against that one record, whoever raised it.

Tasks are active work. A note or an alert records something for the next reader — see notes, files and alerts for those.

What the panel shows

The panel has two sub-tabs. Tasks lists individual work items. Recurring Tasks lists the schedules that produce them.

What you see What it tells you
Status Where the task has got to
Title and description What the work is
Due The date the task is due, in red once it is past
Priority Low, Normal, High or Urgent
Owner The person it is assigned to, or the group it is offered to

Chips above the list count the tasks in each status, so you can narrow to just the open ones. Search matches the title, the description and the owner.

What each status means

Status What it means What you do next
Open Raised, nobody has started it Start it, or hand it to someone
In Progress Someone is working on it Complete it when the work is done
Blocked Started, then stopped on something outside your control Unblock it and set it back to In Progress
Done The work was completed Nothing — Done is final
Cancelled The work is not being done, and the reason is recorded Nothing — Cancelled is final 
stateDiagram-v2
    [*] --> Open: Task raised
    Open --> InProgress: Start
    Open --> Blocked: Block
    InProgress --> Blocked: Block
    Blocked --> InProgress: Unblock
    InProgress --> Done: Complete
    Open --> Cancelled: Cancel
    InProgress --> Cancelled: Cancel
    Blocked --> Cancelled: Cancel

A task cannot go straight from Open to Done. Start it first. That one step is what separates work somebody picked up from work that was ticked off unread.

Done and Cancelled are both final. Neither can be reopened, and neither can be edited, reassigned or rescheduled afterwards.

Adding a task by hand

  1. Open the record and select the Tasks panel.
  2. Select Add Task.
  3. Enter a Title, and a Description if the title does not say enough.
  4. Set the Due Date and the Priority.
  5. Choose who it is for: leave it Unassigned, pick a Person, or offer it to a Group.
  6. Save. The task appears on the panel as Open.

A task is for one person or one group, never both. Assigning it to a person takes it out of the group’s queue; offering it to a group takes the person off it.

Assigning, offering and claiming

Offering a task to a group is how you route work without deciding who does it. Any member of that group can pick it up.

Action Effect
Assign Names one person as the owner
Offer to a group Puts the task in that group’s queue, with no owner
Claim The person claiming becomes the owner, and the task leaves the queue

Only a member of the offered group can claim the task, and only a task that is actually offered to a group can be claimed. Both refusals say so.

Working from My Tasks

The Tasks panel answers “what is outstanding on this customer”. The My Tasks page answers “what do I owe today”, across every record.

Tab What it lists
Assigned to me Open, In Progress and Blocked tasks with your name on them
Claimable Tasks offered to a group you belong to, still unclaimed
Completed Your tasks that closed as Done
Cancelled Your tasks that closed as Cancelled

From that page you can claim a task, start it, complete it, reassign it to someone else, or release it back to a group.

Completing and cancelling

Completing a task records the date it closed. That date is your organisation’s current business date, not the clock on your machine, so a task closed during a back-dated catch-up run closes on the day being processed.

Cancelling asks for a Reason, and will not proceed without one. A task that was never going to be done is part of the record: the reason is the answer to “why did nobody chase this”.

Task actions can be put behind countersign, so a second person has to sign before the change takes effect.

What raises a task automatically

Most tasks on a busy record were not typed by anyone. These sweeps raise work at end of day, or as a consequence of something an operator did:

What happens The task it raises Filed against
A compliance clearance reaches its re-verification date Re-verify the expired clearance The customer
A customer holds a role that needs a tax residency and has declared none Declare tax residency The customer
A registration is close to its expiry date Renew it before it lapses The holder
That registration lapses anyway It has expired, and new business is refused The holder
Interest is withheld for a country with no configured treatment Configure withholding for that country The customer
A tax residency is corrected to a different country, or further back Check what was already withheld The customer
A collector records an outcome that the outcome code marks as needing follow-up Follow up on that outcome The account
A recurring task’s next occurrence falls due Whatever the recurring task says The subject of the series

Each of those is covered in its own article: counterparty clearance, tax residency, identifications and chasing arrears.

Which of these run at all depends on what your organisation is licensed for. A tenant that does no residency reporting never sees the residency sweep.

Running the same sweep twice

A sweep that ran yesterday and runs again today does not raise the same task twice. Each automatic task is keyed by what it is about — this registration, this expiry date, this customer’s missing residency — so a second pass finds the task already there and leaves it alone.

That holds for a re-run, for a catch-up over several days, and for a run that was interrupted and restarted. What it does not do is merge two genuinely different warnings: a registration that is expiring and the same registration once it has lapsed are two separate tasks, deliberately.

Worked example

Woodgrove Bank warns 60 days ahead on its credit provider registration.

  1. The registration expires in 30 days — inside the window. End of day raises one task against the banking entity: the registration expires on that date.
  2. End of day runs again. Still one task, not two.
  3. A second registration expires in 90 days — outside the window. No task yet.
  4. The first registration lapses before anyone renews it. End of day raises a second, separate task saying it has expired. Running end of day again does not add a third.
  5. Jordan claims the first task from the Compliance group’s queue, starts it, records the renewed registration, and completes the task.

Recurring tasks

A recurring task is a schedule, not a task. It sits on the Recurring Tasks sub-tab and produces one real task each time it falls due.

Column What it tells you
Title What each occurrence will say
Schedule How often it repeats — daily, weekly, monthly, annually, or every N of those
Status Active, Paused or Ended
Next The date of the next occurrence
Behind How many scheduled occurrences are already past due and unfinished

The rules that matter day to day:

Who may pause, amend or end a series depends on how it is aimed. A series you created for yourself is yours to manage. A series offered to a group is managed by the people your organisation has given that permission to — otherwise one person’s holiday leaves a team’s schedule untouchable.

What your organisation configures