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Working with Sub-tasks

Sub-tasks are an ordinary datastore, so they browse, filter, report and audit like anything else. A few conventions make them considerably more useful.

Reporting on progress

Counting open sub-tasks against a record is the usual way to show progress, and to stop a record being closed while work remains outstanding. Because sub-tasks work the same way for every datastore, one Browse View or Custom Query View covers all of them.

Set the completed date, not just the status

A status of "Done" tells you the state; the completed date tells you when. Any reporting on how long things take needs the date. Enforce it with a table rule that sets the completed date when the status moves to a completed value, rather than relying on people to fill it in.

Sub-tasks created by workflows

The Workflow Builder's Approval node creates a sub-task as its approval request. Note the limitation covered under Workflow Builder: completing that sub-task does not resume the waiting workflow, so you will find paused runs alongside completed approval sub-tasks.

Deciding whether the parent depends on them

If a record should not be closable while sub-tasks are open, enforce that in one place — a table rule or a workflow — rather than in each screen that closes a record. Otherwise the rule holds in some places and not others, which is worse than not having it.

Sub-tasks and the timeline

Use sub-tasks for work and the Activity Stream for narrative. The thing that needs doing is a sub-task; the note explaining why it was delayed belongs on the timeline.