NirmaanOne Help
How-toReviewed 2026-09-29

Create, assign and complete a task

Add a follow-up task by hand, link it to the record it is about and give it to a colleague; the assignee is told in their notifications, finds it on the dashboard and marks it done.

Create, assign and complete a task

A task is a follow-up with an owner and a date: call the buyer about the pending KYC, collect the cheque for an overdue demand, review an estimate. Workflow rules raise many tasks on their own; this guide covers adding one by hand, handing it to a colleague, and closing it once it's done.

Before you start

  • You need the Create permission on Tasks to add a task and the Edit permission on Tasks to change it or mark it done. Every default role except the Auditor has both.
  • The Assignee list shows active colleagues who have accepted their invitation and hold the Edit permission on Opportunities, and it only loads if you hold the View permission on Opportunities. A colleague without that permission (an accountant, a site engineer) can't be picked from it. See Tasks.
  • For the assignee to be told, the system rule "Task assigned: tell the assignee (system)" must be on (it ships on) and the workflow engine must be running. The assignee needs the View permission on Notifications, which every default role has.

Steps

  1. In the sidebar, open My work and choose Tasks (Tasks). The page reads "Follow-ups for you and your team: the ones workflows raise and the ones people add by hand. Each task can point at the record it is about." and lists your open tasks, soonest due first.
  2. Click New task. The New task panel opens on the right.
  3. Type the Title (required, up to 150 characters; placeholder "Call the buyer about the pending documents"). Add a Description if it helps, set the Priority (Low, Normal, High or Urgent; Normal by default), a Due date, and the Project ("No project" by default).
  4. Choose the colleague under Assignee (placeholder "Unassigned"), or click Assign to me to take it yourself.
  5. To tie the task to the record it's about, go to Link to a record, choose the Record type (Opportunity, Estimate, Booking, Termsheet, Schedule row, Demand, Payment, Commission, Construction stage, Contact or Unit) and then search for the record. A link to it appears under the picker. If you choose a type but no record, you see "Choose a record to link".
  6. Click Add task. You see 'Task "<title>" added.' and the task starts as Open. The list shows Mine by default; choose Everyone in the first filter to see a task you gave to someone else.
  7. The assignee is told. Within a short while the bell in their top bar shows an unread counter and the notification "New task: <title>" with "Due <date>. Priority <priority>." (the "Due" part only when the task has a due date). Clicking it in the bell marks it read and opens the task on the Tasks page; on the Notifications page (See all) the record link under it does the same.
  8. The assignee also finds the task on the Dashboard: the My work card lists their first six open tasks, soonest due first, with "N open" (or "N open, N overdue"), High and Urgent badges and "Due" or "Overdue since". A click opens the task on the Tasks page; All tasks opens the full list.
  9. To show that work has started, open the task (click its title), set Status to In Progress and click Save changes (greyed out until you change something). You see '"<title>" updated.'
  10. When the work is done, click the tick (Mark done) on the task's row, or on the Tasks card of the linked record. You see '"<title>" marked done.' The task reads Done, its completion time is recorded, and it drops out of the Open only list.

What happens next

  • Reassigning tells the new person. Change the Assignee in the panel and click Save changes; the new assignee gets "Task assigned to you: <title>".
  • Overdue tasks are chased every morning. At 09:00 the system rule "Tasks overdue: daily reminder (system)" notifies the assignee and the creator of every Open or In Progress task past its due date ("Overdue task: <title>", "Due <date>. Complete it or move the date."). The dashboard's Needs you strip also counts "My tasks overdue".
  • The linked record shows the task. Opportunity, estimate, booking, demand, payment and commission pages carry a Tasks card listing the tasks about that record, with Add task (the link filled in and locked) and Mark done.
  • Cancel instead of deleting a task that won't be done: set Status to Cancelled so the record stays. Deleting needs the Delete permission on Tasks and removes it for good.
  • Everyone who can view tasks sees every task under Everyone, and anyone with the Edit permission on Tasks can change or complete anybody's task.

If something goes wrong

  • The assignee got no notification: tasks raised by a workflow rule never trigger the "Task assigned" rule (rules don't set each other off), the system rule may be switched off under Rules, or the engine may be down so its runs stay Pending (Health). See Runs stay Pending (trouble.workflows.runs-stay-pending) and Investigate a failed automation.
  • "assigned_to must be an active user of this organization": the person chosen has been deactivated or is not in your organization; pick someone else.
  • "This task is already done." or "This task was cancelled." on Mark done: someone closed it before you; refresh the list.
  • The colleague you want isn't in the Assignee list, or the field reads Assignee (user id): they (or you) lack the permission on Opportunities described under "Before you start". New task isn't shown, or the page reads "You do not have permission to view tasks. Ask your administrator.": your role lacks a permission on Tasks. See No access (trouble.admin.no-access).

Related

  • TasksScreen

    Follow-ups for you and your team: add tasks by hand or let workflow rules raise them, link each to the record it is about, assign it, and mark it done.

  • DashboardScreen

    The page you land on after signing in: shortcuts to common jobs, a queue of what is waiting on you, the headline figures and one card each for projects, sales, stock, receivables, construction and the RERA accounts.

  • NotificationsScreen

    Your in-app inbox: every message the workflow rules sent you, newest first, with links to the records they are about and a way to mark them read.

  • Sidebar, top bar and notifications bellScreen

    The frame around every page once you are signed in: the sidebar with its groups, the top bar with the notifications bell, the light and dark switch and your account menu, and the banners that ask you to act.

  • RulesScreen

    Every automation rule in your organization, system and custom, with filters, the switch that turns each rule on or off, and shortcuts to edit, test, clone, see the run history of or delete a rule.

  • HealthScreen

    Whether the automation engine can process what the rules produce: the engine flag, its message queue, its worker, the outbox and run counts, and the scheduler's heartbeat.

  • Opportunity (Overview tab)Screen

    One buyer's enquiry on one project: who they are, what they want, the current estimate, the latest activity, documents and tasks, with the pipeline actions (estimate, assign, book, mark lost, reopen) in the header.

  • Booking overviewScreen

    A booking's home page: the applicant and unit, parking, dates, money summary, termsheet status and possession, with the buttons to edit the booking, see its history, jump to the opportunity or cancel it.

  • Build and switch on a custom ruleHow-to

    Build your own automation rule on the rule editor (what it watches, what starts it, which records qualify and what it does), save it switched off, try it on a real record with a dry run, then switch it on and check its runs.

  • Investigate a failed automationHow-to

    When a reminder, task or automatic run didn't happen, check that the workflow engine is working, find the run that failed and read its error, fix the cause, then retry the run or requeue the event.

  • System rules and starter templatesConcept

    The 53 automation rules, six email templates and six draft document templates every organization starts with: which ship switched on, why the customer-facing ones ship off, what is locked, and how to switch, clone or customise them.

  • Workflow runs stay Pending: automation is off, its queue is down or processing has stoppedTroubleshooting

    Rules keep saving and events keep being recorded, but nothing runs while automation is switched off on the server, the queue that carries changes to it is missing or down, or processing has stopped; the Health tab shows which, the NirmaanOne team fixes it, and the waiting work is then processed.

  • "No access" or "You do not have permission": your role lacks a permissionTroubleshooting

    Every screen, button and picker is gated by a permission on a module; your role decides which you hold, so a missing one shows as a No access card, a refused action, a greyed-out button with a hover reason, or a picker that explains which permission it needs.