Managing Tasks

Overview

Tasks are action items you attach to records in Forz — jobs, projects, customers, leads, tickets, deals, and lists. Use tasks to track follow-ups, checklists, internal to-dos, and work that needs to happen alongside a job or project. Tasks flow through configurable statuses, can be assigned to team members, and support due dates with automatic overdue detection. View tasks as a sortable list or a drag-and-drop board.

Before You Begin

Prerequisites:

1. The Task module is enabled (Settings > Modules).

2. You have the Tasks: Create permission on your role.

3. At least one task status is configured (Settings > Statuses > Task).

Creating a Task

From the Tasks page

1. Click Tasks in the sidebar navigation.

2. Click the + New button. A form opens.

3. Enter a Title for the task. This is the only required field.

4. Optionally select an Assignee from the dropdown to assign the task to a team member.

5. Optionally set a Due Date.

6. Optionally enter a Description with details about what needs to be done.

7. Click Save.

Expected result: Forz creates the task with the first status in your task status workflow (e.g., "To Do") and assigns a sequential task number (e.g., TASK-1015). The assignee receives a notification if one is selected.

From a related record

You can create tasks directly from a job, project, customer, lead, ticket, or deal.

1. Open the related record (e.g., a job detail page).

2. Navigate to the Tasks tab.

3. Click the + New button.

4. Enter a Title and fill in optional fields.

5. Click Save.

Expected result: The task is created and linked to the parent record. It appears in both the record's task tab and the main Tasks page.

Note: The task inherits its parent record type automatically. A task created from a job is linked to that job; a task created from a project is linked to that project.

Viewing Tasks

Forz provides two views for tasks.

List view

The list view displays tasks in a sortable table with columns for task number, title, status, assignee, due date, and creation date.

1. Click Tasks in the sidebar.

2. The list view loads by default.

3. Click a column header to sort by that column.

4. Use the filter controls to narrow results by Status, Assignee, Due Date, or Created date range.

5. Use the search bar to find tasks by title, number, or description.

Expected result: The table updates to show matching tasks.

Board view

The board view organizes tasks into columns by status, with drag-and-drop support.

1. Click Tasks in the sidebar.

2. Switch to the Board view using the view toggle.

3. Each column represents a task status. Tasks appear as cards ordered by position.

4. Drag a task card from one column to another to change its status.

5. Drag cards within a column to reorder them.

Expected result: Dropping a card in a new column updates the task's status immediately. Position changes persist and are visible to all users in real time.

Tip: The board view also appears on related records (jobs, projects) in their Tasks tab, scoped to that record's tasks only.

Updating a Task

Editing fields inline

1. Open a task by clicking its number or title in the list or board view.

2. Click on the field you want to edit: Title, Status, Description, Due Date, or Assignee.

3. Make your changes.

4. The update saves automatically.

Expected result: The field value updates and the change is broadcast to other users viewing the same task list or board in real time.

Changing status

1. Open the task detail view.

2. Click the Status field.

3. Select a new status from the dropdown.

Expected result: The task moves to the new status. On the board view, the card moves to the corresponding column.

Assigning a Task

1. Open the task (from list view, board view, or a related record's task tab).

2. Click the Assignee field.

3. Select a team member from the dropdown.

4. Save the change.

Expected result: The assignee is updated. If the new assignee is different from the current user, Forz sends an assignment notification to the new assignee.

Overdue Tasks

Forz automatically flags tasks as overdue when the due date passes and the task status is not "Completed."

• Overdue detection runs on every page load there is no background job or delay.

• A task is overdue when its Due Date is before today AND its Status is not "Completed."

• Completing a task clears the overdue state regardless of the due date.

Tip: Use the Due Date filter on the Tasks list to find all tasks due within a specific date range. Sort by due date to prioritize overdue items.

Deleting a Task

1. Open the task detail view.

2. Click Delete.

Expected result: The task moves to the trash bin (soft delete). Deleted tasks no longer appear in lists, boards, or related record tabs. Tasks can be restored from the trash bin.

What Happens After Creating a Task

When a task is created, Forz automatically:

• Assigns a task number — a sequential identifier (e.g., TASK-1015) generated by the Numberable concern).

• Sets the initial status — uses the first status in your configured task statuses (by position order).

• Sends a notification — if an assignee is selected, Forz sends an assignment notification.

• Creates an activity note — a creation note is logged for the audit trail.

• Broadcasts the update — other users viewing the task list or board see the new task appear in real time via Action Cable.

Warning: Deleting a task is a soft delete (trash bin). However, if the parent record is deleted, all linked tasks are also destroyed (dependent destroy).

Common Scenarios

Tracking punch-list items on a construction project

A general contractor creates a project for a kitchen remodel. As the electrician and plumber complete walkthroughs, the project manager adds tasks for each punch-list item: "Install GFCI outlet near sink," "Replace compression fitting on supply line," and "Final inspection sign-off." Each task is assigned to the responsible technician with a due date matching the project deadline.

Following up after an HVAC maintenance visit

After completing a seasonal maintenance job, the dispatcher creates a task on the job: "Schedule 6-month follow-up." The task is assigned to the account manager with a due date six months out. When the due date approaches and the task shows as overdue, the account manager sees it in their task list and contacts the customer.

Managing internal office tasks

An admin uses standalone tasks (not linked to a job or project) to track internal to-dos: "Order new van decals," "Renew contractor license," and "Update employee handbook." These appear on the main Tasks board where the office manager drags them through statuses as each item progresses.

Troubleshooting