# Tasks

> Create, assign and find Tasks, so every piece of clinic work has one owner and a due date.

Markdown view of https://www.tabflows.com/university/tabflows-101/tasks — the HTML page is canonical.

Tabflows 101, Module 2 · Admin track 7 min · Team track 6 min

Create, assign and find Tasks, so every piece of clinic work has one owner and a due date.

Tasks come first in Tabflows 101 because everything else plugs into them. A Task keeps work visible after it comes up: tied to a patient when it is patient work, owned by one person or group, and due on a date.

A good Task makes four things easy to see later: what needs to happen, who owns it, when it matters, and what still needs to happen before it is done.

## Topics

### Create a Task where the work starts

A Task records what needs to happen, who owns it and when it matters. Where you create it decides whether the patient is attached for you.

1. From a patient page: select the Tabflows task button near the patient's name. The patient is linked by default.
2. From the sidebar: hover over **Tasks** and select **Add Task**. The open patient may be attached, so check it.
3. From the Tasks panel: select **+** and choose the **Patient** yourself.
4. Fill in **Description**, **Assigned to** and **Due on**, check **Patient**, and select **Save task**.

Tip: **Due on** decides when the Task shows up in **My Tasks**. Use **Mark as urgent** only when it can't wait; urgent Tasks appear right away.

- [Creating your first Task](https://www.tabflows.com/university/library/tasks/creating-your-first-task)
  Markdown: https://www.tabflows.com/university/library/tasks/creating-your-first-task.md
- [Keep tasks clear with due dates, urgency, and task details](https://www.tabflows.com/university/library/tasks/keep-tasks-clear-with-due-dates-urgency-and-task-details)
  Markdown: https://www.tabflows.com/university/library/tasks/keep-tasks-clear-with-due-dates-urgency-and-task-details.md
- [Manage Tasks together in one shared workspace](https://www.tabflows.com/university/library/tasks/manage-tasks-together-in-one-shared-workspace)
  Markdown: https://www.tabflows.com/university/library/tasks/manage-tasks-together-in-one-shared-workspace.md

### Hand a task to a teammate

Change **Assigned to** when someone else now owns the whole Task. They get an email if their Task email notifications are on.

1. Open the Task and change **Assigned to** to the teammate or group.
2. Add a handoff comment if the reason or current state isn't obvious.
3. Check the patient, timing and description, then save.

- [How to assign a task to a teammate](https://www.tabflows.com/university/library/tasks/how-to-assign-a-task-to-a-teammate)
  Markdown: https://www.tabflows.com/university/library/tasks/how-to-assign-a-task-to-a-teammate.md
- [How to reassign a task](https://www.tabflows.com/university/library/tasks/how-to-reassign-a-task)
  Markdown: https://www.tabflows.com/university/library/tasks/how-to-reassign-a-task.md

### Ask a question without changing the owner

Comments keep updates and questions with the Task. An @ mention notifies someone but doesn't make them the owner.

1. Open the Task and go to **Comments**.
2. Type **@**, pick the teammate or group, and write your update.
3. Select the blue **↑** arrow or press **Enter**.

Tip: A good comment says what changed, what's blocked and what should happen next.

- [Collaborate on tasks with comments and mentions](https://www.tabflows.com/university/library/tasks/collaborate-on-tasks-with-comments-and-mentions)
  Markdown: https://www.tabflows.com/university/library/tasks/collaborate-on-tasks-with-comments-and-mentions.md

### Keep the status honest

Every Task is **To do**, **In progress**, **Waiting** or **Done**. **Waiting** is still open work; use **Done** only when no follow-up remains.

1. Set **Waiting** when the next move depends on a person, a result or a sign-in.
2. Complete the Task only after its required checklist items are finished.
3. To reopen one, set the **Status** filter to **Done**, open the Task, and uncheck its checkbox.

Tip: Delete a Task only if it was created by mistake or is no longer needed. Finished work should be completed, not deleted.

- [Manage Tasks together in one shared workspace](https://www.tabflows.com/university/library/tasks/manage-tasks-together-in-one-shared-workspace)
  Markdown: https://www.tabflows.com/university/library/tasks/manage-tasks-together-in-one-shared-workspace.md
- [How to update, complete, reopen, or delete tasks](https://www.tabflows.com/university/library/tasks/how-to-update-complete-reopen-or-delete-tasks)
  Markdown: https://www.tabflows.com/university/library/tasks/how-to-update-complete-reopen-or-delete-tasks.md

### Find your work with My Tasks and filters

**My Tasks** shows your unfinished work that's due today or overdue. Filters, and filters you save, show everything else.

1. Open **Tasks** and select **Show filters**.
2. Pick fields such as **Assigned to**, **Status**, **Due on** or **Tag**.
3. With filters active, click **Save filter**, enter a **Filter name**, and click **Save filter**.

Tip: Can't find a Task? Clear your active filters first.

- [Find the right tasks with views and filters](https://www.tabflows.com/university/library/tasks/find-the-right-tasks-with-views-and-filters)
  Markdown: https://www.tabflows.com/university/library/tasks/find-the-right-tasks-with-views-and-filters.md
- [How do I save and reuse a task filter](https://www.tabflows.com/university/library/tasks/how-do-i-save-and-reuse-a-task-filter)
  Markdown: https://www.tabflows.com/university/library/tasks/how-do-i-save-and-reuse-a-task-filter.md
- [Manage Tasks together in one shared workspace](https://www.tabflows.com/university/library/tasks/manage-tasks-together-in-one-shared-workspace)
  Markdown: https://www.tabflows.com/university/library/tasks/manage-tasks-together-in-one-shared-workspace.md

### Set up groups, tags and titles for your clinic (Admin track)

Admins set up the shared Task structure: groups for team queues, clinic tags for categories, and how Task titles appear. Team members use what you create.

1. Open **Task Settings** at app.tabflows.com/tasks-settings.
2. Under **Groups**, select **Add group**, give it a unique name such as Front Desk or Billing, and add its members.
3. Under **Tags**, create a small set your team will filter by, such as Labs, Refills and Referrals.
4. Under **Smart Triage**, choose **Use first line of task description as title** or **Generate AI titles for tasks**.

Tip: Before archiving a group, decide which group should get its work instead.

- [How to create and manage task groups](https://www.tabflows.com/university/library/tasks/how-to-create-and-manage-task-groups)
  Markdown: https://www.tabflows.com/university/library/tasks/how-to-create-and-manage-task-groups.md
- [Organize Tasks with clinic tags](https://www.tabflows.com/university/library/tasks/organize-tasks-with-clinic-tags)
  Markdown: https://www.tabflows.com/university/library/tasks/organize-tasks-with-clinic-tags.md
- [Keep tasks clear with due dates, urgency, and task details](https://www.tabflows.com/university/library/tasks/keep-tasks-clear-with-due-dates-urgency-and-task-details)
  Markdown: https://www.tabflows.com/university/library/tasks/keep-tasks-clear-with-due-dates-urgency-and-task-details.md

### Make templates for repeat work

A template pre-fills the description, assignee, tag and due-date offset for work that starts the same way each time. Anyone on the team can make one, and a shared template changes for the whole clinic. Keep patient details out of it.

1. Open **Task Settings**, click **Templates**, then click **New Template**.
2. Fill in the fields you want pre-set, such as description, assigned to, tag and due date offset.
3. Click **Save template**.

Tip: Set the due date offset to **0** to make each new Task due on the day it's created.

- [How do I create and use task templates](https://www.tabflows.com/university/library/tasks/how-do-i-create-and-use-task-templates)
  Markdown: https://www.tabflows.com/university/library/tasks/how-do-i-create-and-use-task-templates.md

### Use your clinic's groups and tags (Team track)

Admins set up groups and tags. You pick them when you create or edit a Task.

1. To give work to a group, open **Assigned to**, switch to **Groups**, and choose the group.
2. To categorize a Task, open the **Tag** field and choose a tag.

Tip: Use a group when anyone on that team can pick the work up, and a person when one teammate owns it.

- [How to assign a task to a group](https://www.tabflows.com/university/library/tasks/how-to-assign-a-task-to-a-group)
  Markdown: https://www.tabflows.com/university/library/tasks/how-to-assign-a-task-to-a-group.md
- [Organize Tasks with clinic tags](https://www.tabflows.com/university/library/tasks/organize-tasks-with-clinic-tags)
  Markdown: https://www.tabflows.com/university/library/tasks/organize-tasks-with-clinic-tags.md

## Read
- [Manage Tasks together in one shared workspace](https://www.tabflows.com/university/library/tasks/manage-tasks-together-in-one-shared-workspace)
  Markdown: https://www.tabflows.com/university/library/tasks/manage-tasks-together-in-one-shared-workspace.md
- [Creating your first Task](https://www.tabflows.com/university/library/tasks/creating-your-first-task)
  Markdown: https://www.tabflows.com/university/library/tasks/creating-your-first-task.md
- [Find the right tasks with views and filters](https://www.tabflows.com/university/library/tasks/find-the-right-tasks-with-views-and-filters)
  Markdown: https://www.tabflows.com/university/library/tasks/find-the-right-tasks-with-views-and-filters.md
- [How to assign a task to a teammate](https://www.tabflows.com/university/library/tasks/how-to-assign-a-task-to-a-teammate)
  Markdown: https://www.tabflows.com/university/library/tasks/how-to-assign-a-task-to-a-teammate.md

## Do it in Tabflows

Pick one piece of follow-up that is waiting on someone today, a callback or a lab to review, and give it a Task.

1. Open **Tasks** from the sidebar and select **+**, or select the Tabflows logo beside the patient's name in your EHR, then **Add a task**.
2. Write the next action in **Description**.
3. Confirm **Patient** if the work is about a patient.
4. Choose the teammate who owns it in **Assigned to**, and set **Due on**.
5. Select **Save task**. Its owner sees it in **My Tasks** from its due date; before then, filter **Tasks** to find it.

## Related markdown

Alongside this page:

- [Automations](https://www.tabflows.com/university/tabflows-101/automations.md)
- [Magic buttons](https://www.tabflows.com/university/tabflows-101/magic-buttons.md)
- [Mobile](https://www.tabflows.com/university/tabflows-101/mobile.md)
- [Practice brain](https://www.tabflows.com/university/tabflows-101/practice-brain.md)
- [Security basics](https://www.tabflows.com/university/tabflows-101/security-basics.md)
- [Set up your clinic](https://www.tabflows.com/university/tabflows-101/set-up-your-clinic.md)
- [Sidekick](https://www.tabflows.com/university/tabflows-101/sidekick.md)
- [Team chat](https://www.tabflows.com/university/tabflows-101/team-chat.md)

Start here:

- [Tabflows](https://www.tabflows.com/index.md)
- [Tabflows pricing](https://www.tabflows.com/pricing.md)
- [Tabflows FAQ](https://www.tabflows.com/faqs.md)
- [About Tabflows](https://www.tabflows.com/about.md)
- [Contact Tabflows](https://www.tabflows.com/contact.md)
- [DPC workflow software](https://www.tabflows.com/dpc-workflow-software.md)
- [Directory](https://www.tabflows.com/directory.md)
- [Workflows](https://www.tabflows.com/workflows.md)
- [DPC finder](https://www.tabflows.com/dpc-finder.md)

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