Manage recurring and case-based tasks

Goal: Add and organize tasks in activities, set up scheduled (recurring) or case-based tasks, and control notifications and timing.

Tasks are the most concrete, actionable steps in a process. Add them to activities and complete them in the browser or mobile apps. Use checklists to ensure consistency and prevent misses. Gluu has two basic types of tasks:

• Recurring (scheduled): Auto-start on dates/times (e.g., daily sweeping, monthly reporting, quarterly reviews).
• Case-based: Start on demand (e.g. set up a new customer, buy a laptop for a new hire).

Create tasks (from scratch or with AI) #

In the activity work instruction, turn on Edit mode and use the Gluu AI Assistant (Suggest tasks…) to generate candidates. Add or edit tasks as needed.

More on work instructions: Create work instructions.

Owners/editors can manage all tasks, recurring or case-based, via the Task manager. Switch on Edit mode and scroll to the bottom of the activity page to make changes.

Add a scheduled (recurring) task #

1. Enter a clear task title (up to 100 characters). Keep guidance in work instructions, not the title. Select Scheduled.
2. Set the recurrence (daily, weekdays, specific days, weekends, or months).
3. Set the start time (when users see it, including in the mobile app).
4. Set the start day (e.g., “Day 1” for the 1st of the month).
5. Set the duration (how long the role has to complete it). Example: start day 1 with duration 4 to require completion by the 5th.
6. Configure:
   
   Notifications – email if the task expires without completion.
   
   Period – the active date range for generating tasks.
   
   Timezone – default is yours; adjust if needed.
   
   Forms – attach a mandatory form if users must submit data.
7. Review the summary and click Create task.

No overlapping schedules: Avoid overlaps. For a monthly task running all month, start on day 1 and set duration to 28 days.

Add a case-based (on-demand) task #

1. Create the task and select Case-based.
2. (Optional) Attach a form for detailed checklists/specs.
3. Use it when running the process as cases. Guide: Run processes as cases.

How users complete tasks on time: Completing tasks at the right time.

Pause/resume tasks #

You can pause any scheduled task to stop generating new instances. Resume to start again.

Any tasks in Gluu (recurring or case-driven) can include forms to capture data. This article explains how to find and retrieve that data for use in analysis or export to other systems.

View an activity’s task log #

All tasks are recorded—done, late, or not done.

1. Open the activity and click Task log.
2. Set a date range using the filter, or sorting by column.
3. Review results (done, late, not done). You can mark tasks complete if needed.

Note: Save a task log filter to your Work Overview to see exactly the right tasks every time you log in.

Export recurring and case-based task data #

Click Download to export CSV/JSON or choose PDF version to get a report:

Note: The data is also available via API