Task Lifecycle

Overview

Tasks move through four defined states from creation to completion: To-Do, In Progress, Completed, and Cancelled. Each state represents a distinct phase in the review process with specific characteristics and available actions. Tasks can only transition between certain states based on user actions and system rules.

This reference describes each task state and the valid transitions between them. For practical guidance on managing tasks, see Managing Tasks.

Task States

Tasks Manager uses four primary states to track task progress.

To-Do

Definition: The task has been created and assigned but has not been opened by the assignee.

Characteristics:

• Task appears in the assignee's task list
• No work has been started on the task
• Task can be reassigned to a different user or pool
• Task can be edited by the creator (priority, due date, description, tags)
• Task can be cancelled by the creator or administrators

What Assignees Can Do:

• View task details
• Open the task in the V3 Viewer to begin work
• Claim the task if assigned to a staffing pool

In Progress

Definition: The task has been opened in the V3 Viewer and a draft has been saved, but the task has not been submitted.

Characteristics:

• Assignee has opened the task and may have started filling forms or creating annotations
• Draft data is saved automatically as the user works
• Task is claimed by the specific user who opened it (if originally assigned to a pool)
• Task can still be reassigned by administrators if needed
• Task information (priority, due date, description, tags) can no longer be edited by the creator or administrators

What Assignees Can Do:

• Continue working on forms and annotations
• Save work as a draft and return later
• Complete and submit the task
• Assignee can reject the task by assigning it back to the pool or making it unassigned (if no prior pool assignment), creator or administrators can reassign.

Completed

Definition: The task has been submitted with form responses and annotations, creating an immutable record.

Characteristics:

• Form responses and annotations are finalized and cannot be edited
• Electronic signature (e-signature) may be captured if required by the protocol
• Task data is logged in the audit trail (when Validated Instance is enabled)
• Task completion date and time are recorded
• Task cannot be edited or deleted
• Task cannot be reassigned

What Users Can Do:

• View the completed task details
• Review form responses and annotations in the V3 Viewer
• Run Task Reports for analysis
• View e-signature information (if applicable)

Cancelled

Definition: The task has been cancelled and will not be completed.

Characteristics:

• Task is removed from active workflow
• No form responses or annotations are displayed
• Task cannot be resumed or reopened
• Task remains visible for audit trail and reporting

What Users Can Do:

• View the cancelled task details
• See the cancellation reason and who cancelled the task
• Filter tasks to exclude cancelled tasks from active work views

State Transitions

Tasks can only transition between certain states. Understanding these transitions helps you understand why certain actions may not be available.

Valid State Transitions

1
2
3

To-Do → In Progress → Completed
To-Do → Cancelled
In Progress → Cancelled

Invalid State Transitions

The following transitions are not allowed:

• Completed → any other state: Completed tasks are immutable
• Cancelled → any other state: Cancelled tasks cannot be reopened
• To-Do → Completed: Tasks must go through "In Progress" before completion

Transition Triggers

Related Topics

• Managing Tasks - Practical guide to task management
• Creating Tasks
• Viewing and Filtering Tasks