Overview

These three task management capabilities help teams manage handoffs, recurring work, and due tasks more effectively. Reassignment lets authorized users transfer active tasks while preserving history, status, and audit trails. Recurring tasks automatically generate daily, weekly, or monthly task instances for repeatable work. The daily digest sends an email summary of overdue, due, or at-risk tasks with quick links to take action, while managers also see team tasks. All capabilities are backward compatible, and existing one-time task flows remain unchanged.

What’s new

• Reassignment. Reassign active tasks to another user with reason capture, notifications, and a complete audit trail, while keeping the task lifecycle intact.

• Recurring tasks. Automate task creation on a schedule (daily, weekly, monthly, and patterns) to eliminate repetitive manual work.

• Daily digest. Receive a consolidated email that highlights overdue, due-today, and at-risk tasks, with deep links to take action quickly.

Why it matters

• Ownership flexibility: Keep work moving when responsibilities shift (vacations, shift changes) without losing history.

• Consistency at scale: Standardize recurring operational work (open and close checks, audits, maintenance).

• Proactive visibility: Managers and individuals see what needs attention at the start of the day via a single summary.

Feature overview

Task reassignment

Authorized users can move an active task from one assignee to another while preserving history and state.

• Who can reassign: Task creators, owners, or users with appropriate manage permissions for tasks.

• What’s captured: New assignee, reason for reassignment, timestamp, and actor; prior assignee retained in the audit log.

• Notifications: The former and new assignee are notified; the creator may receive an update (per notification settings).

• Lifecycle integrity: Status transitions remain consistent; reopening or completion rules still apply after reassignment.

Recurring tasks (scheduled tasks)

Create a template once; future occurrences are generated automatically based on a recurrence rule.

• Frequencies: Daily, weekly, monthly (with flexible patterns like weekdays, specific days, last day of month via negative index).

• Instance behavior: Each occurrence is a normal task instance with its own due date and completion state; past instances aren’t modified when future schedule changes.

• Editing scope: Apply edits to one occurrence or to the entire series (current and future only).

• Time and timezone: Schedules run on your tenant’s timezone; occurrences get due dates accordingly.

Daily task digest

Automated email summaries provide a snapshot of what needs attention.

• Included: Overdue, due today, and at-risk or incomplete tasks.

• Personalized: Individual view (My Tasks); expanded view for managers includes created or owned tasks and team items.

• Actionable: Deep links take you to filtered task lists or specific tasks.

How to use

Reassign a task

1. Open the task detail page.

2. Select Reassign.

3. Choose the new assignee and enter the reason for reassignment.

4. Confirm. Notifications are sent and the audit trail is updated.

Create a recurring task

1. Start a new task (Quick task or Tasks module) and enter title, description, priority, and attachments as needed.

2. Select Make this a recurring task.

3. Set the frequency and pattern.

   1. Frequency: daily, weekly, or monthly.

   2. Pattern: for example, every weekday, Mondays, day 15, or last day of month.

4. Set start and end conditions: no end, end by date, or number of occurrences.

5. Set Due after (for example, 24 hours from creation) to define each instance’s due date.

6. Assign users or audiences. Save to schedule future instances automatically.

Edit a recurring task

1. Open any instance, or open the template or series.

2. Choose the edit scope:

   1. Only this occurrence.

   2. Entire series (current and future).

3. Update fields. Validate that new rules don’t conflict (for example, invalid dates), then save.

Enable and personalize the daily digest

1. Go to Profile, then My Settings, then Notifications.

2. Under Summaries and Digests, set Task Digest frequency (Daily, Weekly, Monthly, or Never).

3. If available, adjust the day and time for delivery. Save.

Examples

Reassignment

A store manager reassigns “Close register” from a sick cashier to the on-duty lead, with the reason “Shift coverage.” The lead is notified and the task stays due today.

Recurring patterns

• Weekdays: “Daily opening checklist,” every Monday to Friday at 9:00, due 2 hours after creation.

• Monthly on last day: “Inventory reconciliation,” last day each month, due next business day.

• Weekly: “Safety walk,” every Wednesday, due by end of day.

Daily digest

• Subject: “Your task summary for today” lists overdue and due-today items with links to act immediately.

• Manager version adds “Team tasks needing attention,” grouped by assignee.

Behavior, validation, and compatibility

• Reassignment: Preserves history, sends notifications, and honors permission checks. Task status remains valid throughout the transition.

Recurring tasks

• Template (“series”) stores the rule; each occurrence is generated with its own due date.

• Editing scope prompts prevent accidental mass changes.

• Edge cases like months without day 31 are handled; consider “last day” patterns for consistency.

• Tenant timezone is applied; daylight savings transitions may shift UTC times under the hood while preserving local intent.

• Daily digest: Sent only when relevant tasks exist for the user; frequency and timing respect user and tenant settings.

• Backward compatibility: One-time tasks continue to work unchanged; non-recurring flows are unaffected.

Best practices

• Use recurrence for true cycles: Prefer weekly for “every Monday” instead of daily with an interval of 7.

• Prefer “last day of month”: Avoid BYMONTHDAY=31 to prevent skipped months.

• Keep reasons meaningful when reassigning to improve analytics and accountability.

• Set digest time at the start of the workday so the summary drives action.

Troubleshooting

Identify your issue below, understand what happened, and take the right action.

You can’t reassign a task

• What happened: The task may not be active (it could be closed), or you may not have the manage permissions required to reassign tasks.

• What to do: Check that the task is active (not closed) and that you have permission to manage tasks. If reassignment is still unavailable, contact your admin to confirm role permissions.

A recurring task isn’t generating future occurrences

• What happened: The start date, end conditions, or pattern may not allow occurrences (for example, BYMONTHDAY pointing at a day the month doesn’t have). The tenant timezone or next run time may also affect when the next occurrence appears.

• What to do: Verify the start date, end conditions, and pattern (for example, BYMONTHDAY on months without that day). Confirm the tenant timezone and that the next run time has passed.

You’re not receiving the daily digest email

• What happened: Your Task Digest frequency may be set to Never, you may not have any relevant tasks for the day, or the email may be caught by spam or email channel preferences. Tenant-level summaries and digests configuration can also affect delivery.

• What to do: Confirm your notification settings (Task Digest frequency is not set to Never) and that there were relevant tasks to include. Check your spam filters and email channel preferences. Admins can verify tenant-level summaries and digests configuration.

Edits to a recurring task didn’t apply to past occurrences

• What happened: This is expected behavior. Edits to a series apply to current and future occurrences by design, and past or completed instances are preserved to keep history intact.

• What to do: If you need to change a past instance, edit it directly rather than the series. To change all future instances, use the “Entire series (current and future)” edit scope.

FAQs

Q: Can I change the assignee on future occurrences of a recurring task?

Ans: Assignee changes are typically controlled to protect existing instances. If you need to change future ownership, reassign future occurrences as needed or consult your admin for supported workflows.

Q: What counts as an “at-risk” task in the daily digest?

Ans: At-risk includes tasks due soon or incomplete with approaching deadlines. Exact thresholds may be configured by the product team and surfaced in digest logic.

Q: How do I pause a recurring task?

Ans: You can stop further generation by ending the series (end by date or occurrences). Future enhancements may include pause and resume; check release notes for updates.