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How do I Create a Task?

Updated today

Tasks help you track progress on services or projects. You can assign tasks to clients, connect them to engagements or resolution cases, and add team members or roles to complete the work.


Table of Contents


Create a Task

Start a New Task

  1. Click the Global + button in the global navigation bar.

  2. Select Create Task on the slide-in panel.

    • Or go to Client List to create bulk tasks.

    • Or create from a client record (Tasks tab) or from the Tasks List.​

Task Name, Template, Status, and Client

  1. Enter a Task name.

    • Use Dynamic Placeholders to auto-fill details for easier organization, e.g.:

      {{clientname}}{{currentmonthandyearnum}}
  2. (Optional) Click Template to apply a task template

  3. Choose a Status from the dropdown.

  4. Select a Client to assign the task.

    • Once linked, you’ll also see Engagement and Resolution Case options related to the specific client.

  5. (Optional) Link the task to an Engagement.

  6. (Optional) Link the task to a Resolution Case.

Assign Team Members and Roles

  1. Use the Assignee(s) dropdown to assign users or roles:

    • Adding a role auto-assigns all members of that role.

    • Removing a role removes its assignees.

    • Role-based assignees can’t be removed individually.

    • You can still add one-off assignees or multiple roles.

    Tip: A checkbox appears when assigning a role: Set role members as assignees.

    • Checked by default.

    • Uncheck if you want to keep roles without auto-assigning their members.

  2. (Optional) Apply assignees to all subtasks by checking Assign to all subtasks.

Add Details and Settings

  1. Enter a time budget in Budget hours.

  2. Set a Priority: Low, Medium, High, or None.

  3. Add a Description.

  4. Set Dates:

  • Add a Start date or Due date.

  • Fixed date: Pick a specific day from the calendar. The task will always be tied to that exact date.

  • Relative date: Define a rule instead of choosing a calendar day.

    1. Enter a number.

    2. Choose days, weeks, months, or years.

    3. Choose before or after.

    4. Select whether the offset is based on another date (like the due date) or a status change event (e.g., when the task is marked “In Progress” or “Complete”).

  • (Optional) Click Add a date to create a custom date type (e.g., “Review Date”).

Tip: Use fixed dates for hard deadlines (like April 15). Use relative dates when the timing depends on another event (like “5 days after task is completed”).

Set Task Recurrence

Click the Recurring button to make a task repeat.

Standard Recurrence (default)

  • Completion: The task recurs when marked complete. Choose daily, weekly, monthly, or yearly, then set the pattern (e.g., Monthly, every 3 months).

  • Due Date Schedule: The task recurs based on its due date.

    1. First, set a Due date on the task.

    2. Choose daily, weekly, monthly, or yearly, then set the pattern (e.g., Weekly, every 2 weeks).

    3. Select when the new task(s) should be created relative to the due date (e.g., Create 6 days before due date).

🔎 Examples:

  • Monthly bookkeeping task: Repeat every 1 month, create 1 week before due date.

  • Quarterly tax review: Repeat every 3 months, due on the last day of the quarter.


Manage Task Details

Tax Preparation Fields

  1. Toggle Tax preparation fields on.

  2. Select a Tax year.

    • If this is a recurring task, the tax year will update automatically each cycle.

  3. Select a Return type.

    • You can choose from predefined types (including Other).

    • Custom return types are not available.

Reminders

Reminders notify internal team members about upcoming task deadlines.

  1. Click Add reminder.

  2. In the When field, choose one of the following:

    • Once

      1. Enter a number.

      2. Select days, weeks, or months.

      3. Choose before or after.

      4. Select the anchor date: Due date, Start date, or a Custom date (if one was added to the task).

    • Every

      1. The number is fixed.

      2. Choose day, week, month, weekday, M/W/F, T/Th, or Monday only.

      3. Choose before or after.

      4. Select the anchor date: Due date, Start date, or a Custom date.

  3. Click Done to apply the reminder.

  4. (Optional) Click Add reminder again to set additional reminders with different rules.

  5. To delete a reminder, click the trash can icon.

Files

Attach files to tasks for reference or collaboration.

  1. Click Add file.

  2. Choose one of the following:

    • New File

      • The File Inbox pop-up appears.

      • Click Upload, or drag and drop a file.

      • Click Link file to attach.

    • Existing File

      • Select from Client Files (if a client is linked), Internal Files, or My Files.

      • Navigate to a folder and choose a file.

      • Click Select to attach.

  3. Once attached:

    • Click the file name to open a preview, where you can add annotations or comments.

    • Click the (x) to remove the file.

  4. Repeat as needed to attach additional files.

Automations

Automations help reduce manual work by triggering actions based on conditions.

  1. Click Add automation.

  2. In the modal:

    • Select a condition (e.g., When the task reaches a date…).

      • If date-based, select the date type (e.g., Start date, Due date, Custom date).

    • Select an action (e.g., Then set the task status…).

      • If status-based, select the new status.

  3. Click Add automation to finalize.

💡 Example 1:

  • Condition: When the task reaches the Start date

  • Action: Set the task status to Ready

💡 Example 2:

  • Condition: When the task is 6 days from the Due date

  • Action: Send an email to the client using a selected email template, reply-to account, and optional preview.


Add Subtasks and Client Requests

Use Subtasks to break a task into actionable steps your team completes internally. Use Client Requests to collect documents or information from clients (via the Client Portal).

Subtasks (internal work steps)

  1. Click Add a subtask.

  2. Complete the fields:

    • Subtask name (required)

    • Priority (Low, Medium, High)

    • Roles (optional)

    • Assignees (optional)

    • Budgeted hours (optional)

    • Description (internal only)

    • Dates (start/due, fixed or relative—same options as tasks)

    • Checklist (available on subtasks; not on the parent task)

  3. (Optional) Build a checklist:

    1. Click Add checklist item → type the item name → Save.

    2. Repeat for all items.

    3. Drag to reorder; click the trash icon to remove an item.

  4. (Optional) Add a Reminder (same settings as tasks).

  5. (Optional) Attach a File (same options as tasks: New or Existing).

  6. (Optional) Add Automation (similar to tasks; some options may differ for subtasks).

💡 Example: For a 1040 prep task, create subtasks like Send kickoff email and Compile existing client documents to stage the work before requesting anything from the client.

Client Requests (client-facing actions)

Make sure the client is invited to the Client Portal so they can receive and complete requests.

  1. Click Add a client request.

  2. Complete the fields:

    • Request name (required)

    • Template (optional; prefill fields using a request template)

    • Priority

    • Description (client-facing; include clear instructions on what to upload or provide)

    • Roles (optional)

    • Assignees (optional)

    • Client due date (required for client accountability)

    • Client reminder (optional recurring cadence, e.g., Every Monday for 30 days or until completed)

  3. (Optional) Add Automation (client-request-specific triggers):

    • When previous subtask is completed → send client request.

    • When parent task status changes to In progress → send client request.

💡 Example: After the Send kickoff email subtask, add a client request titled Upload income documents with a due date and weekly reminders until completion.


Create and Manage a Task

Once your task details, subtasks, and client requests are set, choose how you want to finish:

  1. Review the task configuration (assignees/roles, dates, reminders, files, automations, subtasks, client requests).

  2. Choose one of the following:

    • Create and Close — Saves the task and returns you to the previous page. Use this if setup is complete and you don’t need to work the task right now. You can open it later from the Tasks List or the client record.

    • Create and Manage — Saves the task and opens the Task Workspace so you can start work immediately (run a timer, add notes/files, adjust reminders/automations, collaborate in comments)..

👉 Learn more: See Navigate the Task Workspace for a tour of workspace tabs and controls.


Troubleshooting Recurring Tasks

  • Issue: Tasks not appearing → Ensure unique identifiers in task names and check search filters.

  • Tip: Use client names in recurring task names for visibility.

  • Control creation timing: Adjust recurrence settings to control when tasks are generated.


Summary

Creating tasks in Canopy helps you assign roles, link work to engagements and resolution cases, and set clear due dates. With recurrence, you can automate repeating work while maintaining visibility into your team’s workload.


Need Help?

Contact Support or ask Penny, our AI Support Bot, for assistance.

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