●●●Advanced
Process owner
Business user
Goal: Understand the three task types in Gluu, choose the right one, and find where to create and track each of them.
Tasks are the most concrete, actionable steps in a process. You add them to an activity or to the whole process, and users complete them in the browser or the mobile app. Any task can include a form, and the Tasks menu shows scheduled tasks and case tasks together in one overview.
Before you start #
- Plan: Tasks require the Advanced plan. Process review tasks additionally require the Versioning add-on, and multi-user case tasks require the HR Manager add-on.
- Role: You need edit rights on the process to create tasks. Users complete the tasks that are assigned to their role or to them personally.
- Setup: No special setup. Tasks are created on an activity or from the process Tasks menu.
The three task types #
| Task type | Belongs to | Starts | Who gets it | Read more |
|---|---|---|---|---|
| Case task | One activity | When a case runs, by the start logic in the case template | The activity’s role, or named users, template users or external users set in the case team | Run processes as cases |
| Scheduled activity task | One activity | On a fixed schedule, for example every weekday at 08:00 | Members of the activity’s role | Create and manage scheduled tasks |
| Process review task | The whole process | On a fixed schedule, for example monthly | The process owner and process editors | Create and manage scheduled tasks |
Scheduled tasks cannot be used in cases. A case task can also be a multi-user task, where each assigned user completes their own copy. Read more in Create multi-user case tasks.
Choose the right task type #
- Routine work at fixed times, such as a daily check or a weekly meeting: a scheduled activity task.
- A review of the process itself, such as a monthly or quarterly process review: a process review task.
- Work that starts when something happens, such as a new hire or a customer order: case tasks in a case template.
- Work everyone must do individually, such as a training quiz: a multi-user case task.
Create tasks with AI #
You can have the Gluu AI Assistant help you by suggesting case tasks from the work instruction. This is how.
Open a work instruction (activity) and turn on ‘Edit mode’. Then click the green G icon to open the assistant:
Now click ‘Suggest tasks…’ to produce a list of proposals that you can select and add. You can always edit task names afterwards:
The selected tasks are created automatically in the task manager that is shown at the bottom of the page (when the activity page is in ‘Edit’ mode):
Owners/editors can click tasks to edit and manage. Switch on Edit mode and scroll to the bottom of the activity page to make changes.
You’re done once the suggested tasks you selected appear in the task manager and their names look right.
More info on work instructions? Create work instructions.
Create a task on an activity #
- Open the activity and turn on Edit mode.
- Click New task.
- Enter a Task name of up to 100 characters. Keep guidance in the work instruction, not in the name.
- Set Task type to Start on scheduled time for a scheduled task, or Start with case for a case task.
- Fill in the rest of the panel, close it, turn off Edit mode and save the process.
In the activity’s task manager, a small icon shows whether each task is scheduled or a case task. Case tasks start when they are sequenced in a case template, see Run processes as cases. Process review tasks are not created on an activity, see Create and manage scheduled tasks.
You’re done once the new task appears in the activity’s task manager after you have saved the process.
View an activity’s task log #
All tasks are recorded, whether they are done, late or not done.
- Open the activity and click Task log.
- Set a date range using the filter, or sorting by column.
- 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.
You’re done once the task log shows the date range and status you were checking for.
Export task data #
Click Download to export CSV/JSON or choose PDF version to get a report:
Note: The data is also available via API
You’re done once you’ve downloaded the CSV, JSON or PDF export you needed.
Read more: Create and manage scheduled tasks, Run processes as cases, Create multi-user case tasks and Use tasks and forms in daily work.
FAQ – Tasks in Gluu #
Gluu has three task types. A case task belongs to an activity and starts when a case runs. A scheduled activity task belongs to an activity and starts on a fixed schedule. A process review task belongs to the whole process and goes to the process owner and process editors on a schedule.
Tasks require the Advanced plan. Process review tasks additionally require the Versioning add-on, and multi-user case tasks, where each assigned user completes their own copy, additionally require the HR Manager add-on. Tasks are not available on the Core or Essential plans.
No. Scheduled tasks run on their own schedule and cannot be used in cases. For work that starts when something happens, such as a new hire or a customer order, use case tasks in a case template instead. Each task on an activity is either scheduled or a case task.
Open the process, click Tasks in the left menu, turn on Edit mode and click Add process review task. Process review tasks cannot be created from process Edit mode, which only creates tasks on activities. Process review tasks require the Versioning add-on.
Yes. Open a work instruction in Edit mode, click the green G icon to open the Gluu AI Assistant, then click Suggest tasks to get a list of proposals. Select the tasks you want, and Gluu adds them to the activity's task manager, where you can rename them afterwards.
Open the activity's task log, set the date range and click Download to export as CSV or JSON, or choose PDF version for a report. The same task data is also available through the API for custom integrations and reporting tools.
