Understand how task records work in Sanka, including owners, due dates, statuses, subtasks, related records, workflows, imports, and AI checkpoints.
Last updated: May 29, 2026
The Task object tracks work that needs an owner, deadline, status, and connection to a business record. Use tasks for follow-up, onboarding, troubleshooting, renewals, approvals, implementation work, and repeatable operational steps that should not disappear into chat or email.This reference explains what a task should contain, how tasks connect to records and workflows, and what to check before creating, updating, importing, bulk editing, completing, or troubleshooting tasks with AI, actions, workflows, CSV, or manual entry.
Claude/Codex
Review this task before updating it. Check owner, followers, status, due date, priority, related customer, related order/deal/invoice, subtasks, comments, attachments, and whether completion is safe. Do not update it yet.
Reviewing taskI reviewed the task. Confirm owner, due date, related records, open subtasks, and completion evidence before updating the status.
Ask for another task check...
What a task record represents
A task record represents a unit of work that should be assigned, tracked, and completed. It should help the team answer:
What needs to be done?
Who owns the next step?
When is it due?
What customer, deal, order, invoice, contract, project, or support issue is it related to?
What work is still blocked or incomplete?
What evidence shows the task was completed?
Common fields include:
Task ID or record ID
Title and description
Owner, assignee, followers, or responsible team
Status, priority, start date, due date, and completed date
Project, parent task, or subtasks
Related company, contact, deal, order, estimate, invoice, contract, ticket, item, or custom object
Comments, files, images, and notes
Source details from UI, CSV, integrations, actions, workflows, record actions, or AI-assisted creation
Task fields and statuses can be customized by workspace, but each task should still make ownership, deadline, related record, and completion state clear.
How tasks connect to other records
Tasks are often the operational bridge between records and people.
Companies and contacts: customer follow-up, onboarding, renewals, or support work
Deals and estimates: quote follow-up, approval steps, proposal review, and close plans
Orders and invoices: fulfillment checks, delivery follow-up, billing review, payment collection, and exception handling
Contracts and subscriptions: renewal tasks, review cycles, onboarding steps, and recurring work
Inventory and purchase orders: receiving checks, stock review, transfer follow-up, and issue resolution
Projects and subtasks: multi-step implementation or internal work broken into smaller tasks
Workflows and actions: automatic task creation, assignment, status changes, reminders, and follow-up tasks
Reports and dashboards: overdue tasks, owner workload, status distribution, and completion trends
Creating a task does not complete the related business process by itself. A task can remind someone to send an invoice, review stock, or follow up with a customer, but the invoice, inventory movement, customer reply, or approval still needs its own record or workflow step.
Review before changing tasks
Ask AI to review the task and its related records before changing owners, due dates, statuses, or completion state.
Sample prompt
/sanka Check this task before changing it. Compare title, owner, followers, status, priority, due date, related records, open subtasks, comments, attachments, workflow source, and completion evidence. Ask for missing context before suggesting updates.
For task imports or bulk edits, ask for a dry-run review first.
Sample prompt
/sanka Review this task import or bulk edit before running it. Map task ID, title, owner, status, priority, start date, due date, related record, parent task, subtasks, source ID, and duplicate key. List rows that need manual review. Do not update tasks yet.
Expected behavior
When a task is created or updated successfully:
It appears in the Task object list unless it is archived, filtered out, or hidden by the current view.
Owner, status, due date, priority, related records, subtasks, comments, attachments, and custom fields are saved when configured.
Related records can show the task as follow-up or operational context.
Dashboards and reports can include task status, overdue count, owner workload, and completion trends.
Workflows and actions can create or update tasks when their trigger conditions and permissions allow it.
CSV imports and bulk edits follow required fields, matching rules, permissions, validation, and duplicate handling.
Task updates do not bypass permissions, required fields, workflow conditions, approval needs, related-record validation, view filters, or audit history. Completing a task should mean the described work is done or the team has explicitly accepted the outcome.
Troubleshooting
A task is missing from the list
Check the current view, archive state, owner, status, due date filters, related project, permissions, workspace, and whether the task was imported or created in another related record.
A task is assigned to the wrong person
Review the workflow or action that created the task, owner mapping, team responsibility, imported owner value, related record owner, and any manual reassignment. Confirm whether followers were meant to be notified but not assigned.
A workflow did not create a task
Check whether the trigger conditions were met, required fields were present, the related record matched the workflow scope, the task action was enabled, and the user or automation had permission to create tasks.
A task was marked complete too early
Review comments, attachments, related record state, open subtasks, customer response, approval evidence, and downstream records. Reopen or update the task only after confirming what work is still incomplete.
Subtasks or related records are missing
Check whether the parent task was selected, whether the related record was linked during creation, whether CSV or bulk edit mapping included the relationship, and whether the user has access to the related object.
AI cannot decide whether this is a bug
Ask AI to compare task source, owner, status, due date, workflow/action history, related records, subtasks, permissions, import mapping, comments, attachments, and audit history. Treat it as a possible bug only after confirming setup and source data are correct.
Checkpoints
Before changing due dates, reassigning owners, completing tasks, importing tasks, bulk editing, or replying to a support question about tasks, check ownership, status, priority, due date, related records, open subtasks, completion evidence, source, permissions, and audit history.
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Review task lifecycle
Logs
Search logsAll actionsAll dates
ID / ActionDateTarget / ItemChangeActor
3Task reviewed2026/05/20 10:00Invoice follow-up taskChecked owner, due date, related invoice, and commentsOperations admin
2Subtasks checked2026/05/20 11:00Onboarding taskConfirmed two setup subtasks remain openCustomer success
1Completion held2026/05/22 09:30Order delivery taskCustomer confirmation was missing, so task stayed in progressClaude / Codex
Task review should confirm the work, owner, deadline, related record, and completion evidence before changing status or assigning follow-up.
