Assigning Tasks and Tracking Work
Summary
Tasks in Jewlerist turn orders, production steps, and follow-ups into accountable work items. A task has a title, a description, a priority, a due date, and an assignee. Tasks can be linked to orders, assets, or contacts for context, and they can include checklists, attachments, and comments. Tasks are how you track what needs attention next and who owns it.
Who this is for
This article is for users who want to create tasks, assign them to team members, and track work through to completion.
Creating a task
Go to Tasks in the sidebar and create a new task. You will be asked for:
- Title: A short description of the work (required, max 500 characters).
- Description: A longer explanation of what needs to be done.
- Status: Pending, In progress, or Done.
- Priority: Low, Normal, High, or Urgent.
- Due date: When the task should be completed.
- Assignee: The team member responsible for the task.
- Subject: Optionally, link the task to an order, asset, or contact for context.
Checklist items
Tasks can include a checklist of sub-items. Each checklist item has:
- Text: What needs to be done.
- Assignee: Optionally, a different team member responsible for this specific item.
- Completed status: Checked off when done.
Checklists are useful for breaking a task into steps: "Cast ring", "Set stones", "Polish", "Quality check".
Attachments and comments
Tasks support file attachments and comments. Attachments can be reference images, technical drawings, or documents. Comments allow team members to discuss the task, share updates, or ask questions.
Task permissions
Tasks have two permission levels:
- Read: Can view tasks and update the description and status of tasks assigned to them.
- Management: Can create, edit, delete, and assign tasks.
Team members with read-only access can still update the status and description of tasks they are assigned to, but they cannot create new tasks or change assignments.
Linking tasks to orders, assets, and contacts
Tasks can be linked to a subject:
- An order: The task is related to a specific piece of commercial work (e.g. "Send casting for order #123").
- An asset: The task is related to a specific inventory item (e.g. "Photograph this ring").
- A contact: The task is a follow-up with a customer or vendor (e.g. "Call supplier about delayed shipment").
When a task is linked to a subject, it appears in the context of that subject's detail page, making it easy to find related work.
Task statuses
| Status | Meaning |
|---|---|
| Pending | The task has been created but work has not started. |
| In progress | Work is actively underway. |
| Done | The task is complete. |
When a task is marked as done, Jewlerist records who completed it and when.
Overdue tasks
A task is overdue when its due date has passed and its status is not Done. Overdue tasks are highlighted in the tasks list and on the dashboard.
Filtering and searching tasks
The tasks list supports filtering by:
- Status: Pending, in progress, or done.
- Priority: Low, normal, high, or urgent.
- Assignee: Tasks assigned to a specific team member.
Archiving tasks
Tasks can be archived (with a reason) to remove them from active lists while preserving their history. Archived tasks can be restored.