Using Tasks for multi-step workflows

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Build the workflow

1. Open Tasks and create a Task.
2. State the overall outcome in Description.
3. Add one checklist item for each action, in a practical order.
4. Type @ inside an item when a teammate owns that step.
5. Set task-level Assigned to for the overall owner.
6. Set Due on and use urgency only when needed.
7. Add Patient, clinic Tag, Tag to system, or Repeat when helpful.
8. Save the Task.

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Show the overall workflow stage

Use the main Task status to show the state of the overall outcome—not merely the last checklist item completed.

• Use To do before work begins.
• Use In progress while the clinic is actively working.
• Use Waiting when the workflow depends on a reply, external result, approval, sign-in, or another event.
• Use Done only when every required step and follow-up is complete.

A workflow-linked Task shows this same live status beside the workflow run.

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Keep decisions with the workflow

Use Comments for decisions, blockers, and updates that affect the whole Task. A comment mention notifies; it does not change the Task owner.

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Know when to split the work

Keep one Task when the actions share the same outcome, patient, timing, and context. Create separate Tasks when the outcomes or review dates are independent.

Use Repeat only when an available schedule fits the workflow. If the schedule you need is unavailable, create separate tasks instead.

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