Tasks System (Work Items): End-to-End Guide
Work Items are your operational action queue. Use them to capture work, assign ownership, and track completion without losing context.
Standard Lifecycle
- Capture tasks (manual entry or transcript intake)
- Stage and review for quality
- Approve into active work
- Assign to owners
- Track status and priority
- Complete or cancel with clean closure notes
Intake Methods
Transcript-Driven Intake
Use Analyze Transcript to extract task candidates from meeting or call content. Review extracted items before promoting them.
Manual / Staged Creation
Create staged tasks directly when you already know the action items. Bulk staged creation is useful for larger imports.
Status Management
Typical status flow:
Unaddressed- captured but not triagedPending- ready but not startedIn Progress- active executionOn Hold- blocked or deferredCompleted- finishedCanceled- intentionally dropped
Keep statuses current so dashboards and filters reflect reality.
Assignment Best Practices
- Assign every active task to a clear owner
- Reassign quickly when ownership changes
- Use assignable-user lookups for valid assignments
- Separate final statuses (Completed/Canceled) from active queues
Operational Discipline
- Keep titles outcome-focused
- Add enough context for handoff
- Use priority and status filters daily
- Close stale items during weekly cleanup
API Integration Notes
Work Item endpoints are available under /api/tasks/*.
Common scopes:
tasks:readtasks:writetasks:approveusers:read
Common endpoint families:
/api/tasks/transcriptsand/api/tasks/transcripts/analyze/api/tasks/stagedand/api/tasks/staged/bulk/api/tasks/search/api/tasks/users