Overview
The Tasks module in Formalize allows you to create, organize, and manage tasks across your organization. It helps ensure accountability by assigning responsibilities, supports prioritization, and enables tracking of task progress. You can also configure workflows like approvals and completion steps to align with your internal processes.
Recurring and Single Tasks
Formalize distinguishes between recurring task setup rules and active, actionable tasks.
Recurring Tasks: this acts as a template rule regulating start date, cadence, and baseline settings. To see all recurring tasks go to Tasks → Task planning.
Single Tasks: the actionable task assigned to a user. Single tasks are generated automatically when their calculated creation date is reached. To view active task instances, go to Tasks → Tasks.
Note: Saving a recurring task configuration creates the setup template. It does not immediately generate an actionable task instance unless the schedule dictates that an instance should exist today.
Configure Task settings
To configure Task settings, go to Settings → Tasks.
Folders
Folders help categorize and group tasks across departments or projects. Go to Settings → Tasks → Folders, and click on Create.
Task Statuses
Formalize includes four default task statuses across three lifecycle stages:
To Do: Not Started
In Progress: In Progress, Under Review
Done: Completed
To edit or add statuses:
Modify an existing status: Select Edit next to the status name, make changes, and select Save.
Add a status: Select Create within the target status category, enter a title, and select Save.
Custom Fields
Capture custom properties on every task.
Learn more with Custom Fields article.
Custom Connections
Link tasks directly to other modules within Formalize. For setup instructions, see the Connections Guide.
Data Retention & Archive
Specify how long archived tasks remain stored before permanent deletion.
For retention policies and restoration steps, see the Archive and Retention Article.
Creating and Managing Tasks
How to create a task
Go to the Tasks module on the left-hand navigation menu and click +Add new task in the top-right corner.
Fill out the core task properties: Name, User Responsible, Folder (Optional), Priority (Optional) and any Custom Fields.
Select then the Task Type.
Single Task: Select a Deadline. Assigned users receive an immediate notification with the due date.
Recurring Task: the schedule parameters.
When creating a Recurring Task, configure the following timing parameters:
Set the Start Date: the anchor date from which recurrence calculations begin.
Set Days before the task is created: Controls when the actionable task instance becomes visible and active prior to the deadline.
Define recurrence with Tasks Repeats Every: Controls the frequency interval (e.g., every 1 month, every 2 weeks, or every 1 year) alongside a specific rule (e.g., day 26 of each month or every Monday)
Completion Flow
Administrators can define what actions users must take to complete and close a task:
Standard Completion: Nothing is selected in the Completion tab. The user selects Complete Task, verifies the completion date, and confirms. No additional submission is required.
Questionnaire-Based Completion: The user must complete and submit one or more required forms. For instructions, see Completing a Task with Questionnaires.
Evidence-Based Completion: The user must upload and submit required documentation or evidence files. For instructions, see Completing a Task with Evidence.
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