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Manage Workflow and Ad Hoc Tasks in One View

View all tasks related to the record you're working on in one place!

The Tasks datagrid provides a centralized place to view and manage all tasks associated with a Case, Intake Report, or Provider.

Within each record, the Tasks datagrid displays both workflow tasks and ad hoc tasks, allowing you to manage all work associated with that record from a single location. Whether you're completing an intake, managing an active case, or working with providers, the Tasks datagrid helps you stay organized by making it easy to view assignments, track progress, and complete work.

Where is the Tasks Datagrid Available?

The Tasks datagrid is available within:

  • Cases
  • Intake Reports
  • Providers

Each record includes its own Tasks datagrid that displays the tasks associated with that specific record.

Understanding the Tasks Datagrid

Screenshot 2026-08-07 at 11.01.22 AM

The Tasks datagrid displays important information about each task.

Column Description
Pin Pin important tasks for quick access.
Task The name of the task.
Due Date The date the task should be completed.
Status Displays the current status of the task.
Description Additional information about the task.
Assignee The person responsible for completing the task.
Linked Resource Displays any resource associated with the task.
Workflow The workflow associated with the task, when applicable.
Step The workflow step associated with the task.
Step Due Date The due date for the workflow step.
Step Assignee The assignee for the workflow step.
Created By The user who created the task.
Created On The date the task was created.

You can customize the datagrid by selecting which columns are displayed, applying filters, adjusting the display density, and exporting task information.

Working with Tasks

The Tasks datagrid allows you to manage all work associated with a record. From the Tasks section, you can:

  • View workflow and ad hoc tasks.
  • Create new ad hoc tasks.
  • Update task statuses.
  • Complete assigned tasks.
  • View task descriptions and due dates.
  • See who is assigned to each task.
  • Filter, sort, and export task information.

Workflow Tasks and Ad Hoc Tasks

The Tasks datagrid displays two types of tasks:

Workflow Tasks

Workflow tasks are created as part of a workflow and help guide users through predefined business processes. Examples include:

  • Complete an assessment
  • Obtain supervisor approval
  • Review submitted documentation
  • Schedule a follow-up appointment

Ad Hoc Tasks

Ad hoc tasks are created manually to capture work that falls outside of a workflow. Examples include:

  • Call the participant
  • Email a community partner
  • Upload supporting documentation
  • Follow up on a voicemail

Both task types appear together in the Tasks datagrid for the record, providing a complete view of the work that needs to be completed.

Find and Organize Tasks

The Tasks datagrid includes several tools to help you quickly find the work you need.

Status Tabs

Use the status tabs to quickly filter tasks by their current status. Available views include:

  • To-do
  • Not Started
  • Needs Review
  • Completed

Quick Filter

Use Quick Filter to search for tasks by keyword.

Columns

Customize which columns are displayed in the datagrid.

Filters

Apply filters to narrow your task list using available task fields.

Density

Adjust the spacing between rows to display more or fewer tasks on the screen.

Export

Export your current task list to a CSV file for reporting or additional analysis.

Best Practices

To help keep work organized:

  • Review your assigned tasks regularly.
  • Use filters and Quick Filter to locate specific work.
  • Pin frequently referenced tasks.
  • Update task statuses as work progresses.
  • Complete tasks by their due dates whenever possible.
  • Use ad hoc tasks to capture additional work that isn't part of a workflow.

Frequently Asked Questions

Can I view both workflow tasks and ad hoc tasks together?

Yes. The Tasks datagrid displays both workflow tasks and ad hoc tasks associated with the current record.

Are tasks shared across Cases, Intake Reports, and Providers?

No. Each Case, Intake Report, and Provider has its own Tasks datagrid containing only the tasks associated with that record.

Can I customize the Tasks datagrid?

Yes. You can customize visible columns, apply filters, adjust display density, use Quick Filter, and export your task list.

Can I create a new task?

Yes. Users can create ad hoc tasks directly from the Tasks section of a Case, Intake Report, or Provider.

How do I know if a task belongs to a workflow?

Workflow tasks include information such as the associated Workflow, Step, Step Due Date, and Step Assignee.

Need Help?

If you have questions about using the Tasks datagrid, contact the Casebook Support Team at support@casebook.net. We're happy to help.