Recurring tasks
A recurring task is a task template plus a schedule by which the portal creates a new task on its own: every Monday, on the first day of the month, once every two weeks. This removes the manual setup of repeating work — reports, stand-ups, routine checks — and guarantees that the task does not get lost.
Recurring tasks are configured on the task automation page at /tasks/automation, on the "Recurring" tab.
When you need recurring tasks
Conceptual flow only; it is not a UI screenshot or portal-state evidence.
Set up a recurring task wherever the same work repeats by the calendar:
- a weekly report for a department;
- a monthly review of metrics;
- a regular check of equipment or documents;
- a repeating stand-up with agenda preparation.
If work arises from an event rather than from the calendar (for example, "when a deal moved to a stage"), it is not a recurring task but a task rule or a CRM robot.
Where to configure it
Conceptual flow only; it is not a UI screenshot or portal-state evidence.
Open /tasks/automation and go to the "Recurring" tab. The list shows all configured recurring tasks: name, schedule, next run, owner, and state. Creating and editing require task automation permissions; without them, recurring tasks are read-only.
What a recurring task consists of
Conceptual flow connecting a manual task, template, schedule, and result control; not a UI screenshot.
A recurring task is built from two parts:
- Task template — what exactly will be created: name, description, assignee, project, checklist, priority.
- Schedule — when and how often to create the task.
First prepare a solid template: a task that the portal sets up on its own should be immediately clear to the assignee, without manual tweaking after creation.
Schedule
Conceptual flow only; it is not a UI screenshot or portal-state evidence.
The schedule is defined by several fields:
- frequency — daily, weekly, monthly, or yearly;
- interval — every Nth day/week/month (for example, once every two weeks);
- days of week — for a weekly schedule you can pick specific days;
- start date — the moment from which the schedule takes effect;
- days of month — for a monthly frequency, one or more calendar days.
The portal shows a clear text summary of the schedule so you can verify the setup before enabling it.
Manual templates and extra limits
Conceptual flow only; it is not a UI screenshot or portal-state evidence.
A template also has a Manual mode: it does not create tasks from a calendar, but it appears in the template picker when a person creates a task. An enabled manual template can be found by search and reused; disabled templates are not offered there.
For scheduled templates you can set an end date, choose a yearly frequency, and decide how overlapping runs are handled: skip the new run, allow it, or replace the previous one. Deadline after run shifts the new task's deadline by minutes, hours, or days. Check these values together with the time zone: they control both when a task is created and the deadline each created task receives.
Time zone
Conceptual flow only; it is not a UI screenshot or portal-state evidence.
The schedule has a time zone — it determines the moment in local time when the task is created. This matters for distributed teams: check that the zone matches the person who actually works on this task, otherwise the task will appear at the wrong time of day.
Manual run
Conceptual flow only; it is not a UI screenshot or portal-state evidence.
A recurring task can be run manually without waiting for the schedule — this is handy for testing the template or for a one-off unplanned creation. A manual run creates a task from the same template and is recorded in the run history.
Enabling and ownership
Conceptual flow only; it is not a UI screenshot or portal-state evidence.
A recurring task starts creating tasks only after it is enabled. Every recurring task must have an owner — the person responsible for keeping the template and schedule up to date. The list shows who changed the setting and when. The template creator remains a historical record and does not receive rights automatically. The owner is accountable for keeping it current, but each action is checked separately: follow the available buttons and their explanations. If an action is disabled, ask the owner or an administrator; do not copy the template to bypass the restriction.
A disabled recurring task is preserved but creates no new tasks — this is the normal way to temporarily pause a routine without losing the template.
Protection against duplicates
Conceptual flow only; it is not a UI screenshot or portal-state evidence.
The portal is protected against accidental creation of duplicates: a repeated run with the same parameters does not breed identical tasks. Still, do not set up two recurring tasks for the same process — this creates confusion and parallel duplicates from different templates.
States and limits
Conceptual flow only; it is not a UI screenshot or portal-state evidence.
- the recurring task is disabled — no new tasks are created;
- the schedule has not yet come due — the next run is shown in the list;
- the end date has been reached — tasks are no longer created;
- no management permissions — the recurring task is read-only;
- a run is recorded in the history; failed and skipped runs are visible there too.
Good practices
Conceptual flow only; it is not a UI screenshot or portal-state evidence.
- First finalize the template, then enable the schedule.
- Check the text summary of the schedule before enabling.
- Set the correct time zone for the assignee.
- Do a manual run to make sure the task is created as expected.
- Assign an owner and regularly review whether the routine is still relevant.
- Do not duplicate one process with several recurring tasks.
Common mistakes
Conceptual flow only; it is not a UI screenshot or portal-state evidence.
Enabling the schedule with a raw template. The assignee gets an unclear task and finishes it manually every time.
Ignoring the time zone. The task appears at night or on a weekend for the wrong person.
Setting up duplicates for one routine. Several similar recurring tasks create parallel work and confusion.
Forgetting to disable an outdated routine. The portal keeps setting up tasks that nobody needs anymore.
How to check the result
Conceptual flow only; it is not a UI screenshot or portal-state evidence.
- the list shows the next run and a correct schedule summary;
- a manual run created a task from the expected template;
- the created task is immediately clear to the assignee without rework;
- the run history shows that tasks are created on the right dates.
Related scenarios
Conceptual guidance, not a UI screenshot or state evidence.