Module configuration
Tasks
Task templates and task rules — preset values for repeating tasks plus automatic triggers that create tasks without manual work.
Updated Jan 23, 2026
Configuration · Modules · 4.5
Task configuration has two related layers: task templates (preset values for repeating tasks) and task rules (automations that create tasks based on triggers). Set it up once and hours of manual assignment per week disappear.
Why this matters to the business
"Visitor = manual task for reception"
Task rule on meeting action → check-in task appears automatically.
"Maintenance forgotten"
Time-based task rule on a CI → biannual inspection lands on the schedule automatically.
"Approving your own request"
Exclusion "assigned = requester" → manager doesn't approve their own request.
"Same subtasks every time"
Task template prefilled → title, priority, classification and workgroup already known.
Task template: preset values
A template holds the defaults for a recurring type of task. Fields can be set fixed or derived from parent (e.g. derive classification from the ticket).
| Field | What it controls |
|---|---|
| Template & code | Identification. Code for exports and integrations. |
| Type | Which cards (meeting · ticket/task · asset) the template is available on. |
| Title · Description | Appears on the created task. Description goes into the communication field. |
| Task type | Decides which workflow (statuses) applies to the task. |
| Classification · Priority | For routing, filters and SLA criteria. |
| Assigned to · Workgroup | Who picks it up. Optional — can also be filled by the task rule. |
Task rule: create automatically
Two kinds of task rules — depending on the source:
Trigger-based
Reacts to events: new ticket, new meeting, status change, new visitor. For reactive flows.
Time-based
Scheduled on date/frequency, tied to configuration items. For preventive maintenance.
Triggers and actions
| Trigger | Trigger type | Possible action |
|---|---|---|
| Ticket action | New ticket | Create task · change status |
| Meeting action | New meeting · visitor · catering | Create task · change status |
| Status change | Specific status selected | Create task · set follow-up status |
| Asset | Schedule (time-based) | Create task |
Fixed vs dynamic assignment
For CI-based task rules you decide how the target CIs are determined:
- Fixed: you pick explicitly which configuration items the rule touches. For unique maintenance plans.
- Dynamic: you pick a CI category. Every current and future CI in that category gets the task automatically. For maintenance on entire asset types.
Exclusions prevent self-approval
An exclusion prevents someone from getting a task that stems from their own action — e.g. a manager having to approve their own reservation. Tick “exclude when assigned person = organiser” → the task isn’t created for that person.
Which decisions will you make?
Which processes to automate?
Start with the top-5 repeating workflows — visitor registration, onboarding, MOT inspections.
Fixed or dynamic?
Per individual CI = fixed, per asset category = dynamic. Dynamic scales better.
Assign via template and rule?
Filling both → people and workgroups are merged. Pick one source to avoid confusion.
Which exclusions?
Default: requester ≠ approver. Otherwise self-approval loops appear.