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Task Management

Tasks help you track work items, request files from clients, and manage deadlines within portals.

Task Tracker

Overview​

Tasks in Zapa Client Portals can be used to:

  • Request documents from clients
  • Track internal action items
  • Set due dates and reminders
  • Assign work to team members or guests
  • Attach files to tasks

Creating Tasks​

Adding a New Task​

  1. Open a portal
  2. Navigate to the Tasks tab
  3. Click New Task or Add Task

Add Task Dialog

  1. Enter the task details:
    • Task title
    • Description (optional)
    • Due date (optional)
    • Assignee (optional)
  2. Click Create

Quick Task Creation​

From the tasks list:

  1. Click the quick-add field
  2. Type a task title
  3. Press Enter to create

Add details later by editing the task.

Task Properties​

Title​

Clear, descriptive task name:

  • "Upload 2024 tax documents"
  • "Review and sign contract"
  • "Provide bank statements"

Description​

Additional details and instructions:

  • Specific requirements
  • File format requests
  • Reference information

Due Date​

Set deadlines:

  1. Click the due date field
  2. Select a date from the calendar
  3. Optionally set a specific time

Due dates trigger:

  • Visual indicators as deadline approaches
  • Reminder notifications
  • Overdue highlighting

Assignee​

Assign tasks to:

  • Team members
  • Guests in the portal
  • Leave unassigned for general tasks

Managing Tasks​

Viewing Tasks​

See all tasks in a portal:

  1. Open the portal
  2. Click the Tasks tab
  3. View tasks in list format

Task Status​

Tasks have two states:

  • Open - Not yet completed
  • Complete - Marked as done

Completing Tasks​

  1. Click the checkbox next to a task
  2. Or open the task and click Mark Complete
  3. Completed tasks move to the "Done" section

Reopening Tasks​

If a task was marked complete prematurely:

  1. Find the task in completed items
  2. Uncheck the checkbox
  3. Task returns to open status

Editing Tasks​

  1. Click on a task to open it
  2. Edit any field:
    • Title
    • Description
    • Due date
    • Assignee
  3. Changes save automatically

Deleting Tasks​

  1. Open the task
  2. Click Delete or the trash icon
  3. Confirm deletion

Task Comments​

Discuss tasks with collaborators:

Adding Comments​

  1. Open a task
  2. Scroll to the comments section
  3. Type your comment
  4. Click Add Comment or press Enter

Attaching Files​

Attach files to task comments:

  1. In the comment area, click Attach File
  2. Select a file from your computer or the portal
  3. The file links to the comment

Useful for:

  • Providing completed documents
  • Sharing reference materials
  • Uploading requested files

Task Reminders​

Automatic Reminders​

Task reminders are sent automatically:

  • Before due date (configurable)
  • On due date
  • When overdue (optional)

Sending Manual Reminders​

  1. Open a task
  2. Click Send Reminder
  3. A notification is sent to the assignee

Configuring Reminders​

Organization admins can configure:

  • Reminder timing (days before due)
  • Reminder frequency
  • Enable/disable overdue reminders

Using Tasks for File Requests​

A common workflow for collecting client documents:

Creating a File Request​

  1. Create a task like "Please upload W-2 forms"
  2. Assign to the guest who should upload
  3. Set a due date
  4. Add instructions in the description

Tracking Submissions​

When the client uploads:

  1. They can drop the file onto the File Request task — the file is attached and the task is marked complete automatically
  2. Or upload directly to the portal, in which case you mark the task complete yourself

Files a team member attaches to a File Request are linked to the task but leave it open.

Best Practices​

  • Create one task per document type
  • Use clear, specific names
  • Set reasonable due dates
  • Include format requirements

Task Notifications​

Email Notifications​

Recipients receive emails for:

  • New task assignments
  • Due date reminders
  • Task comments and updates

Notification Settings​

Control notifications in profile settings:

  • Enable/disable task emails
  • Set reminder preferences

Filtering and Sorting​

On the tasks tab:

Filters​

  • All Tasks - Everything
  • My Tasks - Assigned to you
  • Open - Not yet complete
  • Completed - Done tasks
  • Overdue - Past due date

Sorting​

  • Due date (soonest first)
  • Created date
  • Assignee
  • Alphabetical

Task Reports​

Large Firm & Enterprise

Advanced task reporting is available on Large Firm and Enterprise plans.

View task metrics:

  • Completion rates
  • Average completion time
  • Overdue task trends
  • Tasks by assignee