Manage tasks

Handle the human tasks that processes hand off to you. This recipe covers the day-to-day operations: finding the right task, claiming it, deciding, and recovering when you take the wrong one by mistake.

Before you start

• You’re a member of a project that has at least one running process that creates user tasks.
• You have at least the editor role in the project (viewers can see tasks but can’t act on them).
• You’re a member of the right assignee group for the tasks you want to handle. The process’s user task element names the group; an admin can add you (see Manage projects, members & roles).

Steps

1. Open the task inbox. Click Tasks in the project sidebar. The inbox lists every task you can act on, plus unclaimed tasks in your assignee groups.

2. Find the right task. Use search and the status filters at the top, and sort by newest or oldest. Tasks can be grouped by process, and you can save a filter combination you use often as a named view.

   Screenshot placeholderTask inbox with filters and sort optionsReplace with real capture from app.superagent.studio

3. Open the task detail. Click any row. The detail page shows everything you need to decide: the completion form to fill in, the agent’s extracted fields and task data, the relevant context (vendor history, PO match, etc.), and an AI review assistant that summarises the task and flags fields to check.

4. Claim the task. Click Claim. The task is now exclusively yours; other operators can still see it but can’t act on it. This prevents double-decisions on the same item.

5. Review the context. Work through the task’s data sections — claim details, policy, prior history, and so on — and open any source document inline to verify the values. The task highlights fields that need attention, and the AI assistant explains why (an amount over a limit, a validation flag).

6. Complete the form. Fill in the form’s fields and pick an action — the buttons and fields come from the form the process attached (approve / reject, an amount, a note). The task steps you through any required fields, then submit.

7. Confirm the next step. The task disappears from the inbox and the process moves forward. The bottom of the page shows “Process resumed at step X” for a few seconds before redirecting you back to the inbox.

Common variations

• Release a claimed task. Open a task you claimed by mistake and click Release. It goes back to the queue and anyone in the group can pick it up.
• Reassign or delegate. Move a task to another person with Reassign, or hand it off with Delegate — useful when the original claimer is out and the task is blocking.
• Save a view. Filter the inbox down (a process, a status) and save the filters as a view so you can jump straight back to that slice of work.

Troubleshooting

• Task you expected doesn’t appear. Check three things: (a) are you in the right project (use the project switcher in the sidebar), (b) are you a member of the task’s assignee group, (c) is the filter excluding it (try clearing all filters).
• Submit fails with “Task is no longer claimable.” Someone else acted on it between when you opened it and when you submitted. Refresh the inbox; the task is now Completed.
• Submit succeeds but the process didn’t resume. Open the run in Workflow Executions — the task’s decision was recorded but the next step is failing (probably an integration call). Fix that step’s failure; the process picks up automatically.

Related

Handling tasks (user guide)The task inbox as a narrative tour through one invoice approval.

Tasks and human-in-the-loopWhy HITL matters and the task lifecycle in detail.