Task Management

Tasks are the human side of automation. When a workflow needs a decision, a document requires review, or a team member needs to take action, Muin creates a task and routes it to the right person. The Tasks module gives everyone a single inbox for all their pending work.

Task Concepts

Task Sources

Tasks arrive from two sources:

Source	Description
Workflow-generated	Created automatically when a workflow reaches a step requiring human input
Manual	Created directly by team members for ad-hoc work items

Task Properties

Every task includes:

• Title and description explaining what needs to be done
• Priority (low, medium, high, urgent)
• Status tracking where the task stands
• Due date for time-sensitive items
• Assignee who is responsible
• Linked entities such as documents, invoices, or vendors

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Your Task Inbox

Viewing Your Tasks

Navigate to Tasks in the main navigation to see your centralized inbox. The inbox provides two primary views:

My Tasks — Tasks assigned directly to you, sorted by priority and due date.

Task Queue — All tasks visible to your role, including unassigned items you can claim.

Filtering and Sorting

Use the filter bar to narrow your view:

Filter	Options
Status	Open, In Progress, Completed, Cancelled
Priority	Low, Medium, High, Urgent
Type	Approval, Review, Data Entry, Follow-up, Custom
Assignment	Assigned to me, Unassigned only
Timing	Overdue only

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Working with Tasks

Claiming a Task

When you see an unassigned task in the queue that you can handle:

1. Open the task to review the details
2. Click Claim to assign it to yourself
3. The task moves to your My Tasks list

Completing a Task

1. Open the task from your inbox
2. Review the description and any linked documents
3. Perform the required action (review a document, approve an invoice, enter data)
4. Click Complete and optionally add a completion note
5. The task status updates and any connected workflow advances

Reassigning a Task

If a task should be handled by someone else:

1. Open the task detail view
2. Click Reassign
3. Select the new assignee from your team
4. Add a note explaining why the task is being reassigned

Escalating a Task

For tasks that need higher-level attention:

1. Open the task
2. Click Escalate
3. The task is routed to the next level in the approval chain
4. The original assignee and escalation target are both notified

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Task Dashboard

The Task Dashboard provides an at-a-glance summary of your team’s workload:

Metric	What It Shows
Total open tasks	Number of tasks awaiting completion
My tasks count	Tasks assigned to you
Overdue tasks	Items past their due date
Completion rate	Tasks completed vs. created this period
Priority breakdown	Distribution across priority levels

Access the dashboard from Tasks > Dashboard.

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Creating Tasks Manually

Not all tasks come from workflows. Create tasks for ad-hoc work:

1. Click New Task from the Tasks page
2. Fill in the task details:
   • Title (required)
   • Description
   • Priority
   • Due date
   • Assignee (or leave unassigned for the queue)
3. Optionally link to a document, vendor, or other entity
4. Click Create

Task Types

Type	When to Use
Approval	When something needs sign-off before proceeding
Review	When a document or record needs examination
Data Entry	When information needs to be entered or corrected
Follow-up	When an action needs to happen after a waiting period
Custom	For anything that does not fit the standard types

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Additional Workflows

Workflow-Generated Tasks

When a workflow reaches a human-decision step, it automatically creates a task with:

• Pre-filled title and description from the workflow configuration
• A link back to the triggering document or entity
• A deadline calculated from the workflow’s timing rules
• Assignment based on the workflow’s routing logic

Completing or rejecting the task sends the result back to the workflow, which then proceeds to the next step.

Batch Operations

For teams with high task volumes:

• Filter to a specific type or status, then act on multiple tasks
• Reassign a batch of tasks when team members are unavailable
• Review completion statistics to identify bottlenecks

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Tips

1. Check your inbox daily. Tasks with due dates generate reminders, but staying proactive prevents backlogs.
2. Use the queue for load balancing. When your inbox is light, claim tasks from the shared queue to help the team.
3. Add completion notes. Future audits and team members benefit from knowing what action was taken and why.
4. Link tasks to entities. A task linked to a document or vendor record provides instant context when you open it.
5. Set realistic due dates on manual tasks. Overly tight deadlines erode trust in the system.

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Common Issues

Issue	Cause	Solution
Task not appearing in inbox	Task is unassigned	Check the Task Queue for unclaimed items
Cannot complete a task	Missing required fields in the completion form	Fill in all required fields before submitting
Workflow not advancing after task completion	Task linked to a paused or inactive workflow	Check the workflow status in Workflows module
Duplicate tasks for the same item	Workflow triggered multiple times	Deactivate duplicate workflow runs, complete one task
Overdue notification but task is done	Task was completed after the due date	The overdue flag clears after completion; no action needed

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Related Features

• Workflows — Automate task creation and routing
• Documents — View linked documents from task details
• AI Insights — Proactive alerts that may generate follow-up tasks
• E-Signatures — Signature requests appear as tasks

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Need Help?

If tasks are not appearing or workflows are not advancing after task completion:

1. Verify the workflow is active and properly configured
2. Check that your user role has permission to view tasks in the relevant queue
3. Review the task detail view for error messages or missing links
4. Contact support through the in-app help widget for further assistance