A form records what was found. A task records what is being done about it — and raising one directly against the field that failed keeps the follow-up attached to the evidence, rather than living in someone’s head or a separate list.
Where to switch it on: the Allow Tasks option on a field in the form builder.
Enabling it on a field
In the form builder, tick Allow Tasks on the fields where follow-up is plausible — a temperature check, a hygiene inspection, a corrective observation. It is set per field, so a form can allow tasks on the two questions that warrant them and not on the twenty that do not.
The option is available on ordinary fields and on checklist items.
Raising a task while completing a form
Where the option is on, a task action appears beside the field as the form is filled in. Use it to raise a task against that specific answer.
The action shows whether a task already exists for that field, so a second person completing the form can see the issue has already been picked up rather than raising a duplicate.
Tasks on table and checklist rows
In a table or checklist, a task belongs to the individual row, not to the field as a whole. Ten rows on a cleaning checklist can each carry their own task, and each is tracked separately — which is what makes the feature useful on the forms where it matters most.
On the printed form
Tasks raised against fields are included when the form is produced as a PDF, so a completed form issued to an auditor shows both the finding and the follow-up rather than the finding alone.
Things to know
- Tasks are raised against a form, so the option applies when the field is being completed as part of one.
- Tasks live in the normal task list too — they are ordinary tasks with a link back to the form, not a separate kind of record.
- Comments and photos are separate options on a field. A comment explains an answer; a task asks someone to act on it.