This article explains how to assign tasks from the FastField Portal and mobile app.
In this article
What are tasks?
Tasks (previously called dispatches) are assignments you send to specific users or user groups. They are single-use forms that can include:
- Instructions
- Pre-filled data
- Auto-populated form fields
- Due dates
- Location tags
- Priority levels
- Custom statuses
- Notifications
Unlike standard forms shared through libraries, task forms can contain specific details related to a job. The person assigning the task can include an address, visuals, product codes, and other helpful instructions for the job.
Tasks are often assigned to users with instructions to complete a form at a particular location. Since you can include the address, customer data, assignment details, and other key information about the job in the assigned task, the recipient knows exactly where to go and what to do.
Send tasks from the FastField Portal or the FastField app. You can also automate tasks using Global Workflow.
How to assign a task
There are multiple ways to create and assign tasks:
- From the Tasks page in the FastField Portal
- Using a global workflow
- Using Pipelines
- From the app: default mobile task form
- From the app: form field tasks
From the Tasks page in the Portal
In the FastField Portal, go to Form Sharing > Dispatch/Tasks and select + Add Task.
When creating a new task, you have two options:
- Dispatch Single Task: assign a standard task to a user or user group
- Upload Multiple Tasks: assign a single task to multiple users by uploading an Excel file with a list of recipients
Follow the prompts to select your task form, choose your recipient(s), and add any instructions or details.
Using a global workflow
Use FastField's Global Workflow to automate task assignments based on form input.
For example, an inspector is filling out an inspection form in the app and selects Needs Repair on a form field about an electrical component. This could trigger an action that automatically sends a task to an electrician.
To set this up, go to Workflow > Global Workflow and select + New Workflow. When creating a workflow, select Add New Task to choose your task form and create conditional rules.
Using Pipelines
Use the FastField channel to create a pipeline that dispatches a form as a task based on a schedule or conditional workflow. Learn more about the FastField channel.
From the app (default mobile task form)
Default mobile task forms allow you to assign tasks as needed when filling out a form in the FastField app.
When enabled, an Add Task button will appear at the bottom of all forms in the app for users to access at any point. This lets users create tasks when issues arise.
For example, if a worker notices a hazard onsite, they can create a default mobile task form and document it. Then they can assign the task to someone on the maintenance team to correct the issue.
To enable default mobile tasks, go to:
- Form Sharing > Dispatch/Tasks > Options; or
- Account > Company Settings > Mobile Apps
Then, turn on the Mobile Tasks toggle.
From the app (form field tasks)
Assign tasks for specific fields on a form. This lets you create tasks more tailored to specific items in your form (rather than using a generic default task form).
When enabled, the form user will see a Task button on the designated form field(s). Form field task creation can be optional or required. They can also be hidden or shown based on conditional rules.
For example, if an inspector selects Needs Repair for a particular item, the Task button would appear directly in that form field. The inspector can then tap on the button to create the task (which has already been customized for that field by the form builder) and send it to the maintenance team for corrective action.
To set this up, select Enable Task Creation for any field when building a form in the FastField Form Builder.
User group tasks
Assign tasks to user groups within your account. This process sends a task to a shared group inbox for anyone in that group to assign to themself and complete. If anyone picks up a task but isn't able to do it, they can unassign it from themselves for someone else to pick up.
For example, if you have a work order for a maintenance team, you could create the work order task and assign it to the maintenance team’s user group. Then, the first available worker can pick up the task and complete the job.
To assign a task to a user group, choose Dispatch to User Group in the drop-down menu for Recipient Type.
Tracking tasks
From the Tasks Page
After you assign a task, go to Form Sharing > Dispatch/Tasks in the FastField Portal to view its progress.
- Status: any Custom Form Status that has been updated on a task form (Completed, To Do, Approved)—if no form status has been assigned to the task, this information will not appear
- Dispatch State: the progress of the task since it was sent out
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Dispatched: indicates the task was sent out
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- On-Device: The task has been downloaded to the user’s device and is available on the app (but they have not opened it yet)
- Started: The task has been opened and started (but has not been submitted)
- Submitted: The task has been submitted and is available to view as a report
- Late: The task was submitted after the assigned due date (if any)
- Unassigned: The task was created and set as Unassigned; it has not been sent out or assigned to any user or user group
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From the Submissions page
Another way to track your tasks is on the Submissions page of the FastField Portal. Go to Data & Analytics > Submissions. Then:
- Select the Filters button.
- Turn on the Show Dispatches/Tasks? toggle to view your tasks.
You can also use any other filters (like Date Range, Form, User, or Status) to isolate the tasks you want to track.