Managing tasks

Once a note is assigned to an office user, it becomes a task. The tasks list gives you a centralised view to find, filter, and manage all tasks across your organisation.

Finding tasks

Tasks can be accessed from two locations:

Home page dashboard - click the Tasks KPI tile, which displays the number of incomplete tasks and incidents assigned to you
Tasks list - navigate to the full tasks page for detailed filtering and management

Filtering tasks

Use the search features at the top of the tasks page to narrow down your view:

Filter	Description
Show All Priorities	Displays tasks for all priorities, or select a specific priority (Low, Medium, High, Urgent)
Shows Tasks Created By All Users	Displays all tasks, or filter to tasks created by a specific user
Show All Assigned	Displays all tasks, or filter to tasks assigned to a specific user
Show Uncomplete Only	Displays incomplete tasks. Switch to Show All Status for all tasks, or Show Complete Only for completed tasks
Date From / Date To	Select the date range
Clear All Filters	Resets all filters to the default view
Reload	Refreshes the data after making filter selections

Customising the task view

The task grid can be customised to suit how you work. Once you’ve set up a particular view, it becomes your default the next time you access the screen.

Column chooser

All available data fields not currently displayed are in the Column Chooser. Click the column chooser icon, search for the field you need, and drag it into the grid. To remove a column, drag it back into the column chooser.

Column positions

Rearrange columns by dragging and dropping them to your preferred position (for example, moving the Edit button to the start of the grid).

Grouping columns

Group tasks by a column by dragging the column header to the area labelled Drag a column header here to group by that column (for example, grouping tasks by date). To clear the grouping, drag the column back into the grid.

Filtering columns

Columns can be filtered in three ways:

Using the funnel icon next to the column heading
Entering search text into the search bar within the column
Using the search bar at the top of the grid

Managing a task

To manage a task, click the Edit button on the task row. The task window opens with the following fields:

Field	Description
Subject	Generated when the note/task is created. References the source of the note (for example, “Feedback Note for Client Jane Smith”). Editing can be restricted for specific user groups in Settings → User Group Security → Clients → Note Editing
Category	Assign a category for reporting purposes. Categories are maintained in Maintenance → Categories → Note Categories. Access to tasks in a specific category can be restricted by user group
Priority	Low, Medium, High, or Urgent
Assigned To	Reassign the task to another user for further action. This creates a new task for that user. Don’t mark the task as completed if reassigning
Collaborators	Add collaborators who can view the notes but not update them. Multiple collaborators can be assigned
Remind Date	Set a reminder date for follow-up
Comment / Action / Outcome	Categorises the note by type
Comment Note	Add notes (timestamped against the user entering the note)
Select File	Attach files or documents to the note
This task is completed	Tick when all actions for the task are done

Completing a task

When all actions for a task are finished:

Locate the task and click Edit
Tick This task is completed
Click Save Changes

Automated workflows

Automated workflows let you trigger actions in Visualcare based on a set condition, without manual intervention. For example, you can automatically create a task or send an email when a client agreement reaches its alert date. Workflows are managed from Operations → Workflows.

Creating a workflow

Click Add New Workflow
Enter a name for the workflow
Choose a trigger - this is the condition that starts the workflow (for example, “Client Agreement has reached its Alert Date”)
Click Save

Adding actions to a workflow

Once the workflow is saved, click Edit Workflow Actions → Add Action to define what happens when the trigger fires.

Available workflow actions

Send an email - sends an automated email notification to a specified recipient
Create a task - creates a task and assigns it to a specified user
Send an email and create a task - combines both actions in a single workflow

Configure the action details and click Save. Once active, the workflow runs automatically each time the trigger condition is met.

Running into issues?

See General troubleshooting for common errors and fixes.

Creating tasks

Create and assign tasks from notes

Bulk edit tools

Edit multiple client or worker records at once

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Finding tasks

Filtering tasks