Sub-tasks are checklist items and work items attached to a record. Any record in any datastore can have them, without anything being added to that datastore.
Use them where a single record represents work that breaks down into steps: an onboarding case with six things to complete, an order with picking and packing stages, an incident with actions assigned to different people.
What a sub-task holds
- Parent record — what it belongs to.
- Title and description — what needs doing.
- Assignee and team — who is responsible.
- Status — free text, starting at "Open".
- Due date and completed date.
- Created date and creator.
- Its own reference number, if you set up a numbering scheme for sub-tasks.
Agree your statuses
Status is free text, so nothing stops "Done", "done" and "Complete" all appearing. Decide your set, write it down, and constrain what people can enter — otherwise your completion reporting will quietly under-count.
Worked Examples
- New starter: equipment, accounts, induction, buddy assignment — each a sub-task with its own owner.
- Property maintenance: one job record, with sub-tasks per trade.
- Compliance audit: one audit record with a sub-task per requirement.