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Getting started with Tasks

What is a Task?

A Task is a single to-do item assigned to one person. Tasks are a type of Action in Vatix Workspace. Tasks help users see what they need to do, understand the context, and act on it.

Each Task has an owner, a due date, and a status. It can be created on its own or related to one or more records, such as an Event, Audit, Document, Site, Asset, or Contact. This makes it easier to track related work from the relevant record, such as viewing all Tasks involving a specific Asset from the Asset record.

Common examples:

  • A corrective action from an Event: 'Obtain a witness statement from the person involved.'
  • A follow-up from an Audit finding: 'Replace the damaged fire extinguisher at Site B.'
  • A Document review: 'Update the working-at-height risk assessment before end of month.'
  • An ad hoc to-do: 'Book the first aid refresher training.'

Who can access and manage Tasks

Access to Tasks depends on your organisation's configuration, your role, permissions, and module access:

  • Account Owners can view and manage Tasks across the organisation.
  • Managers can view and manage Tasks assigned to them or to members of their team.
  • Users can view and manage Tasks assigned to them.

The fields and actions available when viewing or editing a Task may also depend on the user's role, permissions, and module access. 

Controlling what the Task assignee can see

You can assign a Task to someone without giving them access to the record it came from. For example, if an Event involves sensitive information, a Manager can create a Task from that Event and assign it to a colleague. The colleague sees only the Task, not the underlying Event record.

If the assignee has the right permissions to view the parent record, they can navigate to it from the Task. Access to the parent record always requires explicit permissions.

Note: This makes Tasks well suited to sensitive workflows such as safeguarding investigations, where a Task needs to be completed by someone who shouldn't see the full Event.

How to track Task progress

Tasks have statuses that show where the Task is in its workflow, such as 'To do', 'In progress', or 'Completed'. You can update the Task’s status as you work through it.