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Task statuses and how a task moves

This article explains what each task status means and shows you how to move a task from one status to the next.

The statuses​

Waiting for a decision

  • Pending: the request is waiting for an approver.
  • Changes Requested: the approver sent it back. Make the changes and resubmit.
  • Paused: the approver put the request on hold for now.
  • Rejected: the request was turned down.

Ready or in progress

  • Approved: the task is approved and ready to start.
  • To Do and Planning: optional steps before you start the work.
  • In Progress: someone is working on it.

Needs attention

  • On Hold: work has stopped for now.
  • At Risk: the task may not finish on time or as planned.
  • Update Required: something needs to change or be updated before work can go on.

Finished

  • Completed: the work is done.
  • Cancelled: the task won't be done.

Archived and deleted tasks are handled separately. See Archive, delete and restore a task.

Change a task's status​

  1. Open the task.
  2. Under the task's details, click one of the status buttons.

The buttons change with the current status. For example:

  • Start Work moves the task to In Progress.
  • To Do and Planning move it to those steps.
  • Mark Complete moves it to Completed.
  • Put On Hold, Flag At Risk and Update Required flag a problem.
  • Resume Work takes a task that was on hold, at risk or needing an update back to In Progress.
  • Reopen takes a completed task back to In Progress.
Screenshot

A task page with the status buttons Mark Complete, Put On Hold, Flag At Risk and Update Required.

You see these buttons on tasks you're assigned to, on tasks where you're assigned to a subtask, and on tasks you created.

Statuses that need a reason​

Put On Hold, Flag At Risk, Update Required and Cancel Task ask for a reason:

  1. Click the button.
  2. Type the reason in the box.
  3. Click Confirm.

The reason is saved on the task's activity, so everyone can see why it changed. On the Kanban Board, dropping a task into one of these columns opens a box for the reason first. Task lists have no box for a reason, so set these statuses from the task page or the board.

Before a task is approved​

While a task is Pending, Changes Requested, Rejected or Paused, only an approver can move it on. You won't see status buttons until it's approved. See How approvals work.

Does a status change need approval?​

No. A status change is saved straight away and recorded on the task's activity. Archiving and deleting are different: they can need approval, depending on your workspace's settings.

When a task depends on another task​

If a task is blocked by another task that isn't finished yet, TaskFlow warns you when you click Start Work or Mark Complete. It lists the blocking tasks:

  • Click Proceed Anyway to change the status anyway, or Cancel to leave it.
  • If the space blocks this on purpose, you see Status Change Blocked instead. Ask a manager. Managers can click Override Enforcement.

For managers​

Owners, admins and managers have more options. The most common actions show as buttons, and the rest are under More.... Managers can also:

  • Move a task to any status, including back to an earlier step.
  • Click Cancel Task to cancel it (a reason is required).
  • Archive a task straight from its status buttons.