Manage Tasks

After creating a task, you can manage its lifecycle by updating details, adding resources, creating subtasks, filtering your task list, and archiving completed work. This guide walks you through each action to help you manage tasks effectively on the Subflow dashboard.

Before you start

Make sure you have the following:

• Access to the Subflow dashboard.

• At least one task created in the system. See Create a Task to learn how to create tasks.

Understand the task dashboard

The task dashboard displays five tabs that organize your tasks:

• My tasks: All tasks where you are assigned as the performer.

• All tasks: All tasks across your organization.

• Patient tasks: Tasks specific to patient care workflows.

• Completed tasks: Tasks marked as completed by the performer.

• Archived tasks: Tasks that are no longer active.

Edit a task

Update task details as priorities change, or new information becomes available. You can modify any field in a task after it's been created.

1. Select a task from your current task tab. You can either click directly on the task row or click the three dots under the Actions column and select View task.

2. Update any of the following fields as needed:

   • Title: Change the task name.

   • Description: Modify the task details.

   • Status: Select a new status to reflect the current stage:

     • Not started: Requested, Received, Accepted, Ready

     • Active: In Progress, On Hold

     • Completed: Completed

     • Unsuccessful: Failed, Cancelled, Rejected

     • Invalid: Entered in Error

   • Due Date/Time: Set a new deadline.

   • For (Who benefits): Change who this task is for.

   • Performer: Reassign the task to someone else.

3. Click Save to apply your changes.

   • If you try to leave the page without saving your changes, a pop-up will alert you about unsaved changes.

   • Click Continue to discard changes or Cancel to return and save your edits.

Attach resources to a task

Resources provide context and supporting information for tasks. You can attach the following resource types:

• File: Upload documents, images, or other files relevant to the task.

• Form submission: Link a completed form (e.g., a patient's intake form or survey response) to provide the performer with the information they need to complete the task.

• Course: Attach educational content or training materials.

• Form: Link a blank form that needs to be completed as part of the task.

To attach a resource:

1. Open the task from your task list.

2. Scroll to the Resources section of the task form.

3. Click the attach button and select the resource type.

4. Choose the specific resource from the available options.

5. Save the task to apply your changes.

Create subtasks

Break down complex tasks into smaller, manageable steps by creating subtasks.

1. Open the task from your task list.

2. Navigate to the Subtasks section of the task form.

3. Click the plus sign (+) to add a new subtask.

   • An input field appears prompting you to enter the subtask title.

4. Type the subtask title and press Enter to create the subtask.

5. Add details to the subtask by clicking on the subtask title to open the subtask form. You can update:

   • Title: The subtask name.

   • Description: Detailed instructions for completing the subtask.

   • Status: The current stage of the subtask.

   • Due Date/Time: When the subtask must be completed.

   • For (Who benefits): Who the subtask is for.

   • Performer: Who will complete the subtask (this can be different from the parent task performer).

   • Resources: Attach files, forms, or other supporting materials.

   • Comments: Add notes or communication about the subtask.

6. Save the subtask to apply your changes.

The subtask appears on the assigned performer's My tasks dashboard.

Filter tasks

Filtering helps you find specific tasks quickly from a long list of tasks. 

1. Click the funnel icon beside the search bar to open the filter options.

2. Select one or more filters:

   • Status: Filter by task stage (e.g., Requested, In Progress, Completed).

   • Priority: Filter by urgency level (e.g., Routine, Urgent).

   • Plan Definition: Filter by care plan (shows tasks associated with specific patient care plans).

3. Your task list updates automatically based on your selections.

4. Click the funnel icon again to reset filters, and clear all selections to return to the default view.

Archive a task

Archive tasks that are no longer active or have been entered in error to keep your task list organized.

From the task list:

1. Click the three dots on the right side of the task row.

2. Select Archive from the actions menu.

From the task form:

1. Open the task from your task list.

2. Scroll to the bottom of the form.

3. Click the Archive button.

4. Confirm by clicking Archive in the pop-up, or click Cancel to keep the task active.

The archived task moves to the Archived tasks tab and no longer appears in your active task lists.

Customize task list columns

Show or hide columns in your task list to focus on the information that matters most to you.

1. Click the Columns button at the top right of your task list table.

2. Select or deselect the columns you want to show or hide. Available columns include:

3. Your task list reloads showing only your selected columns.

Your column preferences remain even when you reload the page or navigate away and return.

Add comments to a task

Use comments to communicate with team members, document progress, or note issues that arise while working on a task.

1. Open the task from your task list.

2. Navigate to the Comments section of the task form.

3. Type your comment in the text field.

4. Press the enter key on your keyboard or click on the sent icon by the text field to make the comment.

Press Enter on your keyboard or click the Send icon next to the text field to post your comment.

Related articles

• Create a Task: Learn how to manually create a new task in Subflow.

• Create Workflows: Automate task creation based on patient actions, form submissions, and care plan events.