Task details and recurring work

Task details

Open a task to review the description, status, assignee, project context, start and due dates, and additional fields available to the workspace. Dates represent the planned work window; status represents the actual state. Update both when reality changes.

Subtasks

Use subtasks when one outcome has several independently completable actions. Keep the parent title focused on the outcome and assign subtasks to the people responsible. Do not use dozens of subtasks to avoid creating a project with visible workflow.

Complete the parent only after required subtasks and the parent’s own completion criteria are satisfied. A subtask can have different ownership or dates where supported.

Followers and comments

Follow a task when you need its updates but are not its assignee. Use comments for decision context, progress, blockers, and handoff. Mention or notify teammates only when action or awareness is required.

Comments are workspace records. Do not add passwords, secrets, private keys, full payment data, or unnecessary sensitive customer information.

Attachments and links

Attach or link to the durable source needed to perform the task. Use descriptive labels and verify that every intended teammate can access the destination. Prefer a shared workspace document over a link tied to one person’s private account.

Dependencies and milestones

Use a dependency when one task cannot start or finish until another reaches a defined state. Check for circular dependencies and assign an owner to the blocker. Use milestones for meaningful delivery points, not every routine task.

When a predecessor date moves, review downstream dates rather than assuming every schedule is automatically safe. Use Timeline to inspect the effect.

Recurring tasks

Use recurrence for stable operational work such as weekly quality review, monthly reconciliation, or quarterly access review. Configure frequency, start or due behavior, assignee, project, and end condition. Test the first recurrence before relying on it.

Avoid recurrence for a workflow better handled by Automations, or when each instance needs materially different customer context.

Complete, archive, or delete

Complete work when its outcome exists. Archive closed work when it should leave active views but retain history. Delete only mistakes or records your retention policy permits you to remove. Confirm linked customer or project context before deletion.