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Managing Tasks

Overview

Managing tasks effectively requires understanding who can perform which actions at different stages of the task lifecycle. This guide explains the practical aspects of task management including role-based permissions, task visibility, monitoring progress, and best practices.

For detailed information about task states and how tasks transition between them, see Task Lifecycle.

Task Actions by Role

Different roles have different permissions to create, view, modify, and complete tasks.

Task Creators (Assigners)

Users with permissions to create tasks in a project can:

  • Create new tasks (single or bulk)
  • Assign tasks to users or staffing pools
  • Set task priority, due date, description, and tags
  • Edit task details while in "To-Do" status
  • Reassign tasks in "To-Do" or "In Progress" status
  • Cancel tasks in "To-Do" or "In Progress" status
  • View all tasks they created
  • View completed task results

Cannot:

  • Edit tasks in "Completed" or "Cancelled" status
  • Complete tasks assigned to others
  • Edit form responses or annotations after submission

Assigned Users (Task Assignees)

Users assigned to tasks can:

  • View tasks assigned to them in "My Tasks" view
  • Open assigned tasks in the V3 Viewer
  • Fill forms and create annotations
  • Save draft work and return later
  • Complete and submit tasks
  • View their completed tasks

Cannot:

  • Reassign tasks to other users
  • Delete tasks
  • Edit task priority, due date, or other administrative fields
  • Cancel tasks (but can cancel their draft work)

Staffing Pool Members

Users who are members of staffing pools can:

  • View all tasks assigned to pools they belong to
  • Claim tasks by opening them in the V3 Viewer
  • Complete tasks they have claimed
  • See which pool tasks are claimed by other members

Cannot:

  • View other pool members' in-progress or draft work
  • Take over tasks claimed by another pool member

Site and Group Administrators

Administrators have elevated permissions:

  • View all tasks in their administrative scope
  • Reassign any task in "To-Do" or "In Progress" status
  • Cancel tasks at any stage before completion
  • View all completed task data
  • Generate reports across all tasks
  • Manage staffing pools

Cannot:

  • Edit or delete completed tasks
  • Modify submitted form responses or annotations
  • Bypass e-signature requirements

Read-Only Users

Users with read-only permissions to a project can:

  • View task lists
  • See task status and assignment information
  • View completed task details (subject to project permissions)

Cannot:

  • Create, assign, or complete tasks
  • Edit any task information
  • Access draft or in-progress task data

Task Permissions and Visibility

Task visibility depends on your role and relationship to the task.

What You Can Always See

  • Tasks you created
  • Tasks assigned to you
  • Tasks assigned to your staffing pools

What You Cannot See

  • Draft work by other users (forms and annotations in progress)
  • Tasks in projects where you lack permissions
  • Internal system fields used for task management

Permission Inheritance

Tasks inherit permissions from their parent project:

  • Project Admin: Can create, assign, and cancel tasks in the project
  • Project Read-Only: Can view task lists and completed task data but cannot create or modify tasks

Task Lifecycle and Project Locking

When a project is locked (typically after study completion), the task lifecycle is affected:

  • Cannot create new tasks: Task creation is disabled
  • Cannot reassign tasks: Existing assignments are frozen
  • Cannot cancel tasks: Tasks in progress remain in progress
  • Can view all tasks: Task lists and details remain viewable
  • Cannot start or continue work: Assignees cannot open tasks or edit drafts
  • Completed tasks remain accessible: All completed task data remains viewable

See Project Locking for more information about locked project behavior in Validated Instance.

Monitoring Task Progress

For Individual Tasks

Monitor a single task's progress by:

  • Viewing task status in the task list
  • Checking the task detail panel for last modified date

For Study-Wide Progress

Monitor overall study progress by:

  • Using status filters to count tasks in each state
  • Filtering by due date to identify overdue work
  • Creating custom views showing tasks by assignee and status
  • Exporting task management reports

Best Practices for Task Lifecycle Management

For Study Coordinators

  • Create tasks in batches for better tracking and management
  • Set realistic due dates based on reader availability
  • Monitor "In Progress" tasks to ensure they are being completed
  • Reassign overdue tasks if assignees are unavailable
  • Review completed tasks regularly for quality assurance

For Readers and Assignees

  • Save drafts regularly if you need to interrupt your work
  • Complete tasks before the due date when possible
  • Contact the study coordinator if you cannot complete an assigned task