---
title: Use tasks and forms in daily work
description: Learn where to find tasks in Gluu, complete them with forms, attach files, use mobile apps, and leverage prefill to speed up daily work.
url: "https://gluu.biz/documentation/executing-tasks-cases/use-tasks-forms-in-daily-work/"
updated: "2026-09-01"
category: Executing work with tasks and cases
---

# Use tasks and forms in daily work

*Goal: See where tasks appear, complete them (with forms and files), and track case progress—on web or mobile.*

This article is written for regular users that must complete tasks and fill forms in Gluu.

## Before you start

- **Plan:** Completing tasks and filling forms is available to all users on all plans. Process review tasks require the Versioning add-on.
- **Role:** No special permission is needed to view or complete your own tasks. Process review tasks can only be created by Process Owners and Editors.
- **Setup:** No special setup—tasks appear automatically when they're scheduled or triggered by case logic.

## Where to find tasks

Tasks show to users with the right role at the right time. [Case-based tasks](https://gluu.biz/documentation/executing-tasks-cases/run-processes-as-cases/) can also be assigned to specific users.

You can find your tasks in the following places:

### In work overviews

Live scheduled tasks are also highlighted on *My overview*:

![Scheduled tasks highlighted on the My overview page](https://gluu.biz/wp-content/uploads/2025/09/image-191.png?wsr)

### In the left menu

**Tasks > My tasks** and **Tasks > My role's tasks** in the left menu:

![My tasks and My role's tasks options in the left menu](https://gluu.biz/wp-content/uploads/2025/09/image-192-1140x367.png?wsr)

### In the mobile app

Via Gluu's **Android/iOS apps** that let users focus on tasks and work instructions.

See only relevant activities, instructions, tasks, and complete forms directly on mobile. Read [Mobile app basics](https://gluu.biz/documentation/executing-tasks-cases/mobile-app-basics/) for more information.

![Task list in the Gluu mobile app](https://gluu.biz/wp-content/uploads/2025/09/60_image.png)

### In case overviews

On the case **Case overview** you will see all cases visible to you. On *My overview* you'll see active cases you're part of (because tasks need your role). Click a case to view:

1. **Case overview** (unfolded): activities and tasks.
2. **Calendar**: time spent. Completed tasks (green) = activation to completion; Open tasks (orange) = time since activation.
3. **Feed**: all comments during the case.
4. **Avatar**: Hover over an avatar to see tasks assigned to that specific user.

![Case overview showing activities, tasks, calendar, feed and avatars](https://gluu.biz/wp-content/uploads/2025/09/Skaermbillede-2025-11-16-170414-1140x428.png?wsr)

## Work with tasks

When a task starts (at its scheduled time or when case logic triggers it) it shows on the list of tasks.

To pick or complete the task:

1. Click the task.
2. Select the play button to set the task to **In progress** or click Submit to **complete**.
3. Select **Not applicable** if needed by clicking the arrow next to Submit.

![Task detail view with play, Submit and Not applicable options](https://gluu.biz/wp-content/uploads/2025/09/Skaermbillede-2025-11-16-170912-1140x475.png?wsr)

If you choose the play button, the task will automatically be assigned to you and show to others as in progress.

![Task shown as in progress and assigned to the current user](https://gluu.biz/wp-content/uploads/2025/09/image-222-1140x461.png?wsr)

Once completed, clicking the task will show you the details of who finished the task and when. You're done once the task no longer appears in your open task list.

### Restart a completed task

1. Open the completed task.
2. Click **Restart**.
3. Update the information.
4. Complete the task again.

You're done once the task shows the updated information and its new completion details.

![Restart option on a completed task](https://gluu.biz/wp-content/uploads/2025/09/image-189-1140x344.png?wsr)

### Attach or remove photos/files

1. Open the task > **Files and images**.
2. Click **Attach files** or **Select or drop photos** (mobile: choose from library or take photo).
3. To remove, click the trash icon on the file/photo or open **Attach files** and deselect.
4. You can add/remove files even after completion.

You're done once the file or photo appears in the task's Files and images list.

![Files and images panel showing attached files on a task](https://gluu.biz/wp-content/uploads/2025/09/image-190-1140x787.png?wsr)

Photos added during completion appear in case reports. Learn more: [Manage recurring and case-based tasks](https://gluu.biz/documentation/executing-tasks-cases/manage-recurring-tasks/).

## Add process review tasks

*Process review tasks require the Versioning add-on. Only Process Owners and Editors can create them.*

You can schedule recurring review tasks directly on a process — without leaving Gluu. This is useful for planning and tracking when a process should be reviewed, updated, or approved.

Process review tasks work the same way as tasks on activities: they support forms, files, conditions, and a scheduler.

### How to add a process review task

1. Open the process in Gluu.
2. Go to the **Tasks** tab in the left menu.
3. Click **+ Add process review task** in the top bar.
4. Configure the task — name, form, conditions, and scheduler — as you would on an activity-level task.
5. Save the task.

You're done once the task appears in the process's task template list.

![Add process review task option in the process Tasks tab](https://gluu.biz/wp-content/uploads/2025/09/image-232.png?wsr)

The task will appear in the task template list alongside any existing tasks for that process. Use the **Scheduler** column to set up recurring review intervals.

Process Owners and Editors can manage all process review tasks. Completion follows the same flow as any other task in Gluu.

## FAQ – Using tasks and forms

 **Where can I find the tasks assigned to me in Gluu?**

Your tasks show up in four places: highlighted on My overview, under Tasks > My tasks and Tasks > My role's tasks in the left menu, in the Gluu mobile app, and inside each case's Case overview.

  **Do I need a specific plan or permission to complete tasks and fill forms?**

No. Completing tasks and filling forms is available to all users on all plans, and no special permission is needed—you only need the role a task requires. Adding process review tasks requires the Versioning add-on and is limited to Process Owners and Editors.

  **What happens when I click the play button on a task?**

The task is automatically assigned to you and set to In progress, and other users see it as in progress until you submit it. If a task doesn't apply, use the arrow next to Submit to mark it Not applicable instead.

  **Can I attach photos or files to a task from my phone?**

Yes. Open the task's Files and images section and choose Select or drop photos on desktop, or choose from your photo library or take a new photo on mobile. Files and photos can be added or removed even after the task is completed.

  **Can I redo a task after I've already completed it?**

Yes. Open the completed task, click Restart, update the information, and complete it again. The task keeps a record of who completed it and when for each completion.

  **What is a process review task and who can create one?**

A process review task is a recurring task scheduled directly on a process—rather than on an activity—to plan and track when the process should be reviewed, updated, or approved. It supports forms, files, conditions, and a scheduler, and can only be created by Process Owners and Editors on processes with the Versioning add-on.