Help · Tasks

Tasks

One table of the work that waits on you. Each row is one action that a request, an order, a unit or a job still needs, and the row goes away when someone does that action.

The Tasks page (/tasks) of the platform (app.gearflow.com) lists open actions across Tickets, Equipment, Mobilizations, Maintenance and Parts. Gearflow makes each task from the current state of a record. Nobody creates a task by hand, and nobody closes one by hand: a task clears when its record no longer needs the action. Message activity is on a different page: see Messages and direct messages.

#Terms

task — one open action that one record still needs, for example quotes to review on a request.
task type — the kind of action. There are 13 (§3).
Owner — the person assigned to a request or ticket. Most task types go to the Owner first.
your tasks — tasks assigned to you, due through today. The red count on Tasks in the menu shows this number.

#1. Where to find it

Computer. In the left menu, under Inbox: Messages, Tasks, Tickets.
Phone. Tasks is the first page in the bottom bar unless you changed your pins (see The mobile tab bar).

Every signed-in user can open the page. The rows that a user sees depend on the task types in §3.

The red count next to Tasks is the number of your tasks. It updates every 2 minutes. It shows 99+ above 99, and it is hidden at 0.

#2. The table

The page shows one table, sorted by due date, then oldest first. Rows with a due date come first, soonest first. You cannot change the sort.

Table 1. Columns.

Column	What it shows
Date	Today, Yesterday, Tomorrow, or a short relative time.
Task	The action, for example "Review quotes" or "Check in unit 4471".
Assigned to	One person, "N people", or No owner.
Origin	The record that the task comes from.
Job	The job number and name. Blank when the record has no job (a haul, for example).
Task type	The type, as a gray badge (§3).

On a phone, each row shows as a card.

Filters. The filters are in the URL, and the page keeps them when you come back.

Task type — select one or more types. Each type shows its count. With no type selected, the page shows all types.
Assigned to — defaults to you. Clear it to see the tasks of everyone on the account.
Job — one or more jobs.
Time range — Through today (the default), Through this week, or Through next week.
Search — finds tasks by their text.
Reset — shows when a filter is not at its default. It returns to your tasks, through today.

When a search finds none of your tasks but finds tasks for other people, the page says how many match and gives a Show them button.

Open a row. Click a row to open its record in a panel over the Tasks page. Do the action there. An Account configuration row opens the job in Settings > Jobs instead.

The list loads more rows as you scroll. It shows no total count; the counts are on the Task type options.

#3. Task types

Table 2 lists each task type in the order of the Task type filter. "Owner first" means: the Owner of the record gets the task; when the record has no Owner, the task goes to the people the last column names.

Table 2. Task types.

Task type	Made when	Goes to	Clears when
Approve requests	A ticket has drafted requests under "Requests for approval". One row per ticket.	Ticket Owner first; else the job's followers; else the people who fulfill requests for the business unit.	Every draft on the ticket is created or dismissed.
Approve orders	A parts order waits on an approver: an order over the sender's purchasing limit, or an open approval ask.	The approvers on the ask.	The order is sent or canceled.
Source requests	A request with an Owner is in Inbound and has no quote.	The Owner.	The Owner asks vendors for quotes.
Review quotes	A request (equipment, mobilization or maintenance) has quotes and no order.	Owner first; else the fulfillers or the job's subscribers.	An order is placed, or the request moves on.
Check in units	A scheduled or on-rent request is past its Needed-by date.	Owner first.	The unit is checked in.
Call off units	An on-rent or checked-in request is past its call-off date.	Owner first.	The unit is called off.
Confirm status	A checked-in company unit shows in a yard in AssetWorks M5, or a rental has had no update for 30 days.	Owner first; else the job's equipment subscribers; else the business unit's equipment fulfillers.	You answer on the row (below).
Review check-ins	A check-in has no review.	Owner first.	Someone reviews the check-in.
Review call-offs	A call-off (or a transfer) has no review.	Owner first.	Someone reviews the call-off.
Review completed work	The field team marks a maintenance request complete.	Owner first; else the shop's fulfillers; else the job's. Never the person who marked it.	The shop selects Complete request or Not done yet, or cancels the request.
Drive units	A driver still owes a haul on a mobilization.	The driver.	The haul is received.
Cores	A core on a placed parts order is still owed.	Owner first.	The core is checked off on the order.
Account configuration	The AssetWorks M5 import guessed a job's department.	The job reviewers set for the M5 sync.	The department is confirmed or the job is saved.

Confirm status. The row shows why Gearflow asks, for example "Rental on rent, no update since Sep 28". Answer on the row with one of three buttons:

Call off — opens the call-off form.
Still on the job — keeps the unit where it is, and clears the task.
Open request — opens the request.

Account configuration. This type shows only on an account whose AssetWorks M5 sync has job reviewers, and only to a user who can manage jobs. When the list holds other types too, all of these jobs fold into one row: "Check the department Gearflow guessed on N jobs". Select only Account configuration in Task type to see one row per job. A job reviewer then sees Confirm all N as guessed. It keeps the guessed department on every job that the filters show, and clears their tasks. You can still change a job later in Settings > Jobs.

#4. Limits

You cannot add, assign, snooze or dismiss a task. Change the record, or its Owner, and the task follows.
A task shows no amount. Approve orders names the vendor only; open the order to see the total.
A customer seat (a person a dealer invites to see their own tickets) has no task count.
An account can turn the one-table page off. It then shows the older Tasks page: a tab per task type, and no Approve requests or Source requests types.