Errors, Limits, and Unavailable Actions

In LadVen OS, task restrictions are not only for security. They protect the work process: they prevent closing a task without a result, changing someone else's agreement without permission, losing a file, overwriting another participant's edit, or mass-changing tasks the user cannot access.

If the system does not allow an action, it is not always a technical error. Often it is a signal: the task is missing data, the action requires another role, the process forbids the transition, or a conflict must be resolved first.

Main rule: do not bypass a restriction through private messages, duplicate tasks, or verbal agreements. First understand what exactly is blocked, why it matters for the process, and who can make the decision.

How to Read an Error Message

For any error or unavailable action, ask four questions:

1. What action was I trying to perform?
2. What exactly failed: open, save, upload, close, assign, change status?
3. Is this a permission restriction, process restriction, data issue, or temporary failure?
4. What should happen next: fill in a field, request access, refresh the page, write a comment, contact a manager, or contact an administrator?

Not every message is detailed. If the interface shows a short warning, reconstruct the context from the task card: status, user role, participants, files, checklist, comments, activity history, and permissions to related objects.

No Access to a Task

No access means the user cannot open the task or sees it only partially. Possible reasons:

• the task is in a project, workgroup, client, or CRM context with restricted access;
• the user is not a task participant;
• the link points to a task that was deleted, moved, or hidden;
• the user role does not allow seeing part of the data;
• an external participant has no access to internal materials;
• the task is linked to a document or client not available to everyone.

What to do:

1. Check whether you are opening an outdated link.
2. Clarify with the reporter or manager whether you should participate in the task.
3. If access is needed for work, ask to be added to the task with the correct role.
4. If you need a file, client, or CRM entity, request access to that exact object, not only to the task.
5. If you are a manager, check whether the process is configured so required tasks are hidden from responsible people.

Do not ask someone to forward task contents to a private chat as a permanent solution. The task stops being the single source of agreement, and the work history fragments.

Button or Action Is Unavailable

A button can be hidden or blocked if the action is currently inappropriate for the role, status, or process.

Typical reasons:

• the user has no permission to edit the task;
• the task is already closed or canceled;
• the task is under review, and the action is available only to the reporter or reviewer;
• a required result, file, comment, or completed checklist is missing;
• a guard check is enabled before the status transition;
• the action is available only to the assignee, reporter, or process administrator;
• the selected bulk action cannot be applied to some of the tasks.

What to do:

• hover over the button or read the hint if one exists;
• check the task status and your role;
• see whether required fields must be filled in first;
• open comments and history: another participant may already have performed the action;
• if the action is really needed, write a comment in the task and ask the process owner to perform or allow it.

Good task comment:

I cannot close the task: the system asks for the final file. I attached the current version in a comment and ask the reporter to verify and confirm closing.

Poor practice:

I cannot click it, close it somehow.

This does not explain what blocks the process.

Guard Check Before Closing or Status Change

A guard check blocks an action if the task is not ready for the next stage. For example, a task cannot be closed without a result, sent to review without a file, completed as a client task without a comment, or moved to another status without a required field.

This check keeps process quality from depending only on a participant's attention.

If a guard triggers:

1. Read which condition is not met.
2. Do not try to bypass the check with a duplicate task.
3. Add the missing file, comment, checklist, estimate, assignee, or link.
4. If the condition does not fit the current case, contact the process owner or manager.
5. After correction, repeat the action and verify that the status changed.

For a manager, the important part is not only the block itself, but the reason. If a check often gets in the way of normal work, it may be too strict or may not explain how to fix the task.

Edit Conflict

A conflict appears when several people change a task at about the same time. For example, one participant moves the deadline, another edits the description, and a third adds a file or participant.

The main risk is losing another person's edit or saving an outdated agreement over a newer one.

Correct order:

1. Stop and do not save changes automatically.
2. Refresh the task or compare what changed.
3. Keep only the actual current edits.
4. If the changes affect deadline, scope, assignee, or acceptance, record the final decision in a comment.
5. After saving, check the card in view mode.

If the conflict concerns an important agreement, leave a short comment:

Updated the task after an edit conflict: deadline remains May 27, the current file is the May 20 version, assignee is unchanged.

This tells the team which version of the agreement became final.

Save Error

A save error can appear when creating a task, editing, adding a comment, changing a checklist, time, or participants.

Before trying again, check:

• required fields are filled in;
• the connection was not lost;
• the card did not become stale after a long edit;
• another participant did not change the task;
• file, text length, or selected element limits were not exceeded;
• you have permission for this action.

Do not press save many times in a row. If the action has already been sent, wait for the result. Repeated clicks can create duplicate comments, files, or time records if the system has not yet shown the state.

If the error repeats, record in the task or tell the administrator:

• what you tried to do;
• which task was involved;
• which fields were changed;
• which message appeared;
• whether the error repeats after refreshing the page.

File Upload or Open Error

Task files may fail to upload or open for several reasons:

• the file is too large;
• the format is not supported for preview;
• the connection was interrupted during upload;
• the user has no access to the file or drive;
• the file was deleted or replaced;
• the link points to an outdated version;
• the file is attached to a comment or checklist item, but is not visible in the needed filter.

What to do:

1. Check whether the file is visible in the files block, comment, or checklist item.
2. Try downloading the file if preview does not open.
3. Clarify which version is current.
4. If the file is needed for acceptance, ask the executor to attach the final version in a separate comment.
5. If access is missing, request access to the file or related drive.
6. If upload failed, retry after checking size and format.

For important materials, write an explanation:

The final version for review is `contract-v3`. The old file is kept only for history.

This prevents disputes over which file is the working version.

Cannot Assign a Participant

Employee selection may be unavailable if the person is not in the needed department, has no access to the workgroup, client, or project, is disabled, is restricted by role, or cannot be selected as an external participant.

Before assigning, check:

• which role the person should receive: assignee, co-executor, or observer;
• whether they need access to project, client, CRM, or files;
• whether mentioning them in a comment is enough for a one-time question;
• whether the assignment blurs responsibility;
• whether they can see related materials.

If the employee cannot be selected, do not assign a random person instead. Clarify access with the manager or process administrator. You can leave a comment in the task:

Anna needs to be added as a co-executor, but she cannot be selected in participants. Please check access to the workgroup and client project.

Bulk Action Completed Partially

Bulk actions are useful when the same change must be applied to several tasks: assign a person, change a deadline, add a tag, update a status, or apply another identical decision.

A partial result means the action was not applied to all selected tasks. Reasons:

• some tasks are closed or in an unsuitable status;
• the user has no permissions for some tasks;
• a guard blocked some changes;
• separate tasks were changed by another participant;
• one or more tasks did not meet required conditions;
• some related objects are unavailable.

What to do:

1. See which tasks received the action.
2. Open tasks where the action failed separately.
3. Do not repeat the bulk action on the whole set without checking.
4. Fix the reasons: access, status, required fields, conflict, or guard.
5. Repeat the action only for remaining tasks if it is truly the same decision.

A bulk action must not replace a management decision. If tasks differ by context, deadline, or assignee, review them separately.

Automation Did Not Run or Ran Differently

Automation can create a task, change a field, add a comment, assign a participant, start a recurring process, or block an action. If the result differs from expectations, look not only at the current card, but also at history.

Check:

• whether the rule or recurring task is enabled;
• whether the task matches rule conditions;
• whether automation is disabled for this process;
• whether a duplicate prevented a new task from being created;
• whether automation history has an entry;
• whether a person changed the task after the automatic action;
• whether the comment or event created by the rule is clear to the user.

If automation gets in the way, do not silently disable it. Record an example task and the reason:

The rule added an observer after moving to review, but another department reviews this process. The condition needs clarification for tasks tagged `implementation`.

This lets the process owner fix the rule without breaking other scenarios.

If the rule is not enabled yet, open preview first. It is not a promise that "everything will be fine"; it is the list of future consequences: which tasks will match the rule, which actions will run, which tasks will be skipped, and why. If preview shows extra tasks, do not enable the rule until the scope is clarified.

If the case is a recurring task, check it as a process:

• schedule and time zone;
• process owner;
• template used to create the task;
• deadline of the new task;
• duplicate policy;
• launch history: created, skipped, blocked, completed with an error.

If a recurring task did not appear because of an active duplicate, review the previous task first. If it appeared one time too many, check the schedule and duplicate policy, then leave a comment in the extra task before canceling it.

Task Looks Empty or Data Does Not Update

Sometimes a user sees an empty list, empty comments, missing files, or an old status. This does not always mean the data is absent.

Check:

• active filters and saved views;
• selected view;
• access rights;
• whether closed or archived tasks are hidden;
• whether old comments or events loaded;
• whether an outdated screen is open after a long pause;
• whether another participant changed the task.

If the task list is empty, reset filters first. If the card looks incomplete, refresh it and check history. If the data still is not visible, clarify access.

What to Write to a Manager or Administrator

A good request helps quickly understand the problem and avoids a chain of follow-up questions.

Specify:

• what you tried to do;
• in which task or view;
• which message you saw;
• what you already checked;
• whether an urgent management decision is needed;
• who is blocked by the problem.

Example:

I cannot send the task to review. The system asks for a final file, but the file is already attached to a checklist item. The task is needed today for client result acceptance. Please check whether the file must be attached directly to the task or whether checklist attachments can be counted.

This request contains the action, reason, context, and expected decision.

Good Practices

• Read a restriction as a process hint, not only as an obstacle.
• Do not bypass guard checks with duplicate tasks.
• When an edit conflict appears, refresh the card first and then save the final agreement.
• For file errors, clarify the current version and access.
• Use bulk actions only for tasks with the same decision.
• Record important problems in the task so the history is not lost.
• If a restriction repeats for many employees, review the process or rule.
• After fixing an error, verify the result in the card: status, file, comment, participants, history.

Common Mistakes

Mistake	Why it is dangerous	Correct approach
Bypassing a restriction in a private message	The decision does not enter task history	Record the reason and next step in a comment
Creating a duplicate instead of fixing the current task	Work splits into several unrelated cards	Fix the blocking reason or create a related task with an explanation
Pressing save repeatedly	Duplicate comments, files, or time records may appear	Wait for the result and check the state
Bulk-changing different tasks	Deadlines, responsibility, and context can be broken	Use bulk only for identical decisions
Ignoring a partial result	Some tasks remain in the old state without attention	Review unapplied tasks separately
Treating missing data as fact	A filter, access, or loading issue may hide information	Reset filters, refresh the card, check permissions

Quick Diagnosis

What failed	What to check first	Where to look next
Open a task	Access, link, participation in the task	Reporter, manager, administrator
Change a field	Role, status, edit mode	History, permissions, edit conflict
Close a task	Result, files, checklist, review	Comments, guard checks
Upload a file	Size, format, connection	Drive access, current version
Assign a person	Role, access to project or client	Department, workgroup, administrator
Perform a bulk action	Whether selected tasks have the same decision	Partial result, permissions, statuses
Understand automation	Rule history, condition, process owner	Automation page, comments in the task

Related Scenarios

• Create a Task
• Edit a Task
• Task Card
• Attach Files
• Task Comments
• Task List, Filters, and Views
• Review and Close a Task
• Templates, Recurring Tasks, and Automation