Task Actions
A task action is one item on a task’s checklist — a concrete thing someone has to do before the task is finished. A task can have any number of them, and they are worked through in order. Each action carries:- a description — what the person is being asked to do, in your words
- a done state
- the resource it points at — the form, document, conversation or checklist behind it
The four kinds
Form
The assignee fills out one or more forms.
Document
A document that needs to be read, or signed, or approved.
Chat
The assignee has a conversation with an assistant.
Todo list
The assignee works through a checklist of items.
Adding an action to a task
1
Open the task
Actions live in their own section on the task form, showing the progress across all of them.
2
Choose a kind
Add opens the kind picker — Chat, Form, Document or Todo list.
3
Fill in that kind's panel
Each kind asks for different things. See below.
4
Write the description
Required for every kind. This is the line the recipient reads, so write it as an instruction:
“Confirm the supplier contract details”, not “Form”.
5
Add
The action is saved onto the task immediately.
If you are still creating the task, actions you add are held until the task itself is saved, then
created against it. Until the task exists they can be inspected and removed, but not completed.
Form
Pick one or more of the Space’s record sets. A blank record is created against each one as soon as the action is added, so the action has something concrete to point at — the recipient fills those records in later rather than a record appearing at fill-in time. Where a record set offers more than one form, you also choose which form to use. Several forms on one action become several steps, completed one at a time in the order you listed them. Each step is stamped complete as it is submitted, so someone who leaves halfway through comes back to the step they stopped at rather than the beginning. The action itself only flips to done once every step is stamped.Document
Browse the Space’s existing files and pick one, or generate a new document there and then. Two optional requirements can be attached:
Without a requirement, the action is completed by the recipient marking the document as read.
With one, the action completes only when the signature or approval comes back.
Chat
Pick the assistant the recipient will talk to. You can optionally attach a record flow, which walks them through a form section by section inside the conversation rather than as a plain form. The conversation is created lazily — the session is reserved when you add the action and comes into existence on the recipient’s first message.Todo list
Type the items, one per row. Blank rows are ignored. The whole checklist lives on the action itself, so no separate entity is created and a half-finished checklist survives the recipient closing the page.What a recipient sees
Each action appears as a row: an icon, your description, a progress note, and one control.
A completed action stays on the task and can still be reopened — a finished form reopens as a
read-through rather than an editable form, and a completed checklist can be reviewed but not
un-ticked.
Completing a checklist
Ticking items in a todo list saves progress but does not finish the action. Completion is an explicit Submit, so ticking the last box never silently closes the item out from under someone.Who can complete an action
Only the task’s assignees get the completion control. Everyone else who can see the task still gets a View control to inspect the form, document or checklist, and can remove the action — they simply cannot mark it done on someone else’s behalf.Progress
The actions section shows a running count of complete against total, and that same figure can be put on the board card as action progress — a count, a percentage, or both. Configure it in Edit Space → Tasks → Board.Chat actions are not counted. A conversation has no natural moment at which it is finished, so
counting one would leave every task permanently short of complete. Chat actions are excluded from
the progress figure everywhere it appears.
Actions move the task
Completing a countable action — or adding or removing one — recomputes the task’s status, so a task driven by its checklist keeps up with it without anyone dragging a card. Which status it moves to is resolved through the Space’s own status roles, never a fixed id:
The last two rows leave the status alone rather than falling back to the default. Dragging a task
that is part-way through — or finished — back to the start of the board would be worse than leaving
it where someone put it.
A status the Space does not have is never written. Whichever branch applies, the resolved id is
checked against the Space’s own status list first, so a task driven by its actions can only ever
land in a column the board actually has.
Removing an action
Removing an action asks for confirmation and names the action being removed. If the removal fails, the row stays — an action the recipient is still being asked to complete is never quietly hidden.A task template can seed a set of actions onto a task as it is created, so a repeated piece of work
does not have to be assembled by hand each time.