# Creating and managing tasks

> The task record itself. Creating one, choosing a type, assigning owners and contributors, setting a deadline, and linking it to the assets and controls.

Source: https://tidalcontrol.com/docs/tasks/creating-and-managing-tasks

This article covers the task record: creating one, choosing its type, assigning owners and contributors, setting a deadline, and linking it to the assets and controls it belongs to. For doing the work itself, see [Handling and completing tasks](/docs/tasks/handling-and-completing-tasks).

## Adding new tasks

A task needs a name, a type, and ideally a due date; the type decides how it behaves later.

### Creating a task

1. **Go to the Tasks page** via the main menu
2. **Click "Add task"** in the top right of the overview
3. **The creation form opens** where you can fill in task information

![Creating new task](/images/help/tasks_add_task.png)

### Filling in task information

Only the name and type are required; everything else can be filled in later.

**Required fields:**
- **Name** - Choose a clear, descriptive name for the work
- For example: "Perform a management review" or "Test backup procedure"
- **Task Type** - Select Execution or Assessment

**Optional but recommended fields:**
- **Assign owner** - Assign responsible person
- **Description** - Detailed context and instructions

> **tip:**

**Clear naming**: Use action-oriented names that clearly indicate what needs to be done. "Perform management review" is better than "Review".

### Selecting task type

Choosing the right type helps with workflow and assignment:

**Execution - For implementation work:**
- Execute technical configurations
- Implement procedures
- Provide training
- Install systems
- **Example:** "Configure new firewall rules"

**Assessment - For evaluation work:**
- Assess effectiveness
- Conduct audits
- Hold reviews
- Check compliance
- **Example:** "Assess effectiveness of access controls"

**When to choose which type:**
- **Execution** - If you need to build, install, or implement something
- **Assessment** - If you need to check, assess, or evaluate something

### Saving the task

1. **Check all entered information**
2. **Click "Create"** to create the task
3. **The new task appears** in your overview with "Open" status

## Editing task details

Open a task from the overview to change its fields.

### Opening task details

1. **Click on a task name** in the overview
2. **The details panel opens** on the right side
3. **Select the "Details" tab** for editable fields

![Editing task details](/images/help/tasks_details.png)

### Editable information

Once created, a task's description, due date, and period can all still be changed.

**Adjusting basic data:**
- **Description** - Detailed instructions and context
- **Due Date** - Set deadline for completion
- **Period** - Time period in which task is relevant

**Expanding instructions:**
- **Step-by-step explanation** - What exactly needs to happen?
- **Expected result** - What is the end result?
- **Required resources** - What tools or access are needed?
- **Acceptance criteria** - When is the task completed?

**Automatic updates:**
- Changes are saved immediately
- Feed tab shows historical changes
- Notifications to involved persons

## Owners and responsibilities

A task has one owner who is accountable for it, plus any number of contributors who help.

### Assigning owners

The owner is the person accountable for the task getting done.

**Primary ownership:**
1. **Click in "Owners" section** on the right side
2. **Type username** and select from dropdown
3. **Multiple owners possible** for shared responsibility

**Owner responsibilities:**
- **Task planning** and resource allocation
- **Progress monitoring** and quality control
- **Final approval** of task completion
- **Escalation** for problems or delays

### Adding contributors

Contributors are the people who actually do the work and get notified automatically.

**Involving executors:**
1. **Click "Assign" link**
2. **Select team members** working on execution
3. **Contributors receive** automatic notifications

**Contributor roles:**
- **Practical execution** of work
- **Evidence collection** and documentation
- **Progress updates** via comments
- **Collaboration** with other stakeholders

> **warning:**

**Clear roles**: Ensure ownership and contributor roles are clear. Owners are ultimately responsible, contributors perform the work.

## Deadlines and planning

The due date is what drives overdue reporting, so a task without one never counts as late.

### Setting Due Date

Pick a due date that reflects how long the work realistically takes, not the earliest date that looks reasonable.

**Determining deadline:**
1. **Click "Due Date" field** in Details tab
2. **Select realistic date** from calendar
3. **Consider complexity** and available resources

**Deadline guidelines per type:**
- **Execution tasks:** Depending on implementation complexity (days to weeks)
- **Assessment tasks:** Often linked to audit cycles (months)
- **Periodic tasks:** Automatically set by Plans
- **Ad-hoc tasks:** Based on urgency and priority

### Period management

The period groups a task into a reporting window, and Plans set it automatically for tasks they generate.

**Setting time period:**
- **Year 2025** - Default for ongoing tasks
- **Periodic tasks:** Automatically set by Plans based on Plan frequency

## Managing task links

Linking a task to assets and controls is what makes it count towards their compliance status.

### Linking assets

Linking an asset records what the task actually affects, and rolls the task into that asset's status.

**Why link assets:**
- Clarify which business assets are involved
- Define impact scope of the work
- Set priorities based on asset criticality

**Selecting assets:**
1. **View linked assets** in task details
2. **Assets are often automatically** linked via Plans
3. **Manual adjustments and linking multiple assets** possible if needed

### Linking controls

Link the control the task actually validates, not every control the underlying work vaguely touches.

**Why link controls:**
- Clarify which controls the task contributes to
- Task is included in status and progress indicators at control level
- Tracking control status is required for various standards including ISO 27001

**Selecting controls:**
1. **View linked controls** in task details
2. **Controls are often automatically** linked via Plans
3. **Manual adjustments and linking multiple controls** possible if needed

### Linked tasks

The Linked tasks tab shows the counterpart work in the same scope, so it lists Assessments when you open an Execution and Executions when you open an Assessment.

**What appears here:**
- Tasks of the opposite type that share a control, an asset, and an overlapping period
- Cross-referencing that shows how the two pieces of work relate

**Viewing related tasks:**
1. **Click on a task name** in the overview
2. **The details panel opens** on the right side
3. **Select the "Linked tasks" tab**

![Linked tasks](/images/help/tasks_linked_executions.png)

**How to use this information:**
- **Assess all execution tasks** - as part of the Assessment task
- **Direct link to the counterpart tasks** - for review, reopening and other actions resulting from the Assessment
- **Total overview** - Overview of all related activities and dependencies

> **info:**

**Nothing listed?** Tasks only link when they share a control, share an asset, and have overlapping periods. The exact matching rule, including how company-wide tasks behave, is in [Task types and the three lines model](/docs/core-concepts/three-lines-model).

## Task lifecycle management

Tasks are either created by hand or generated by a plan, and both follow the same Open-to-Closed path.

### Status monitoring

A task stays Open while work is genuinely in progress, and moves to Closed only once it's actually done.

**Keep Open status when:**
- Work still in progress
- Waiting for evidence or approval
- Dependencies not yet completed

**Move to Closed status when:**
- All work completed
- Evidence collected and validated
- Owner has approved completion

### Automatic task generation

Most tasks are not created by hand: a Plan generates them on a fixed schedule with pre-written instructions.

**Plans generate tasks:**
- **Regular cycles** - Monthly, quarterly, annually
- **Consistent execution** - Guaranteed compliance activities
- **Template-based** - Predefined instructions and criteria

**Manual tasks vs Automatic:**
- **Manual tasks** - One-time or ad-hoc work
- **Automatic tasks** - Periodic compliance activities
- **Hybrid approach** - Combination for complete coverage

> **tip:**

Tasks are often automatically created by Plans linked to Controls (or Assets). This gives you an ongoing cycle of compliance activities without manual planning.

Read more about this in [Creating and managing plans](/docs/plans/creating-and-configuring-plans)

## Task templates and standardisation

Writing tasks to a consistent shape makes them easier to pick up and easier to audit.

### Consistent task creation

A reusable template per task type keeps instructions consistent across every cycle.

**Execution template:**
```
Name: [Action] - [Goal/Component]
Description:
- Goal: [What do you want to achieve]
- Steps: [Concrete execution steps]
- Required resources: [Tools, access, time]
- Expected result: [End state]
- Acceptance criteria: [When is it ready]
```

**Assessment template:**
```
Name: [Assessment] - [Subject]
Description:
- Scope: [What is being assessed]
- Method: [How will you assess it]
- Criteria: [What do you assess on]
- Evidence: [What evidence do you collect]
- Reporting: [How do you document findings]
```

### Quality control

Before assigning a task, check it against this list.

**Review checklist:**
- ☐ Task name is specific and actionable
- ☐ Correct type selected (Execution/Assessment)
- ☐ Owner has capacity and expertise
- ☐ Deadline is realistic and justified
- ☐ Description contains sufficient instructions
- ☐ Expected result is clearly defined

## Best practices for task management

Tasks stay manageable when they are scoped small, owned clearly, and reviewed before they go overdue.

### Effective planning

A task is easiest to complete when it covers one clear action with a realistic scope and deadline.

**Task scoping:**
- **Atomic tasks** - One clear action per task
- **Realistic scope** - Not too large or complex
- **Measurable outcomes** - Clear definition of "done"
- **Time-boxed** - Reasonable deadline with buffer

### Team coordination

Regular check-ins and @mentions keep collaborators aligned without anyone having to chase updates.

**Promoting collaboration:**
- **Regular check-ins** - Weekly status updates
- **Clear communication** - Use @mentions for urgent matters
- **Share evidence** - Upload proof directly upon completion
- **Knowledge transfer** - Document lessons learned

### Workflow optimisation

Grouping similar tasks and automating the repetitive ones is where most of the time savings are.

**Improving efficiency:**
- **Group similar tasks** - Group similar work
- **Automate where possible** - Use Plans for repetitive tasks
- **Reuse descriptions** - Standardise common instructions
- **Continuous improvement** - Evaluate and optimise processes

> **tip:**

**Start with standard tasks**: Begin with simple, well-defined tasks before implementing complex workflows. Build expertise gradually.

## Next steps

Now that you can create and manage tasks:
- **Plan your work** systematically with realistic deadlines
- **Monitor progress** via dashboard and notifications
- **Collaborate** effectively via conversation features
- **Document results** for audit and compliance