On this page
- How to: Complete the next task
- The detail page at a glance
- Workflows, phases and the active task
- Which task is open when you arrive
- The task sheet
- Where the sheet goes after a completion
- Comments, files and history of a task
- Carried and calculated fields
- Automated steps
- The states of a task
- Priority and due date
- Files and activity of the case
- Participants, auditability and guest link
- Case status (Wrap-up)
How to: Complete the next task
- 1Open the case by clicking its row. On wide windows the task the case list names as “Next” is already open in the task sheet.
- 2Fill in the task's fields. The first saved entry automatically moves it to “In progress” — you don't have to start it separately.
- 3Click “Complete task” at the foot of the sheet. If the task does not apply in this case, skip it instead.
- 4Following tasks are released automatically as soon as their predecessors are done, and the sheet follows you to the next task.
- 5The case's progress updates on its own — you do not maintain a second status alongside it.
The detail page at a glance
Clicking a case row opens the detail page. Its header is built exactly like a template’s. At the very top sits the way back with the case number (“Cases › #81” — a click on the number copies it), and on the right the view switcher.
Below that come a tile with the template's icon, the title and ONE status chip such as “Active · Blocked”. The pencil for renaming appears when you hover over the title. On the right sits the main action:
| Main action | When it appears |
|---|---|
| “Go to active task” | while there is something to do |
| “Complete case” | once every task is done |
| “Go to blocker” | when everything open is blocked |
The third line shows progress on the left, then, more quietly, the origin — template version, age, retention; it gives way on narrow screens. On the right are the fields you change directly: owner, due date (with the distance, e.g. “19 days left” or “12 days over”) and priority.
A disruption — a missed deadline or an open escalation — appears in the band below, not as a separate button. Files, “Activity” and the participants are in the “⋮” menu in the top right. How to read the flow as a diagram and what the band and back-jumps mean is covered in “Flow, back-jumps and rounds”.
Workflows, phases and the active task
Below the header follow the workflow instances — clicking a phase expands it and shows its tasks in their order. The workflows of the case are listed on the left. A continuous band across the columns names each column in a short sentence: “3 workflows” › “2 phases in workflow 01 Offer” › “Task 3 of 3 in phase 02 Send offer” — so you always know whose phases and which task you are reading.
| Marker | Meaning |
|---|---|
| Grey number | not selected — only what you selected is filled blue |
| Red dot on the corner | a delay |
| Blue dot on the corner | the phase where work continues |
| No dot | The phase is only waiting for its predecessors; hovering its number tells you what it is waiting for. |
| Word on the workflow tile | whether the workflow is running, waiting or done |
| Number on the tile, such as “2 open” | Tasks in a running workflow are ready to work on. |
| Check mark | The phase is completed. |
| Blue edge | the active task, so you can spot it at a glance in long cases; its phase is tinted blue as well |
The “Go to active task” button in the top right jumps straight to it — the relevant workflow and phase expand automatically. The first click leads to the same task the case list names as “Next” (the one with the earliest due date); if several tasks are ready to work on, each further click jumps to the next one.
When you pick a workflow on the left, its first ready task opens straight away in the sheet — even if several are ready; if nothing in it is ready, you just see its phases. Runs of already-completed phases collapse into a single summary row so your eye lands on the active phase — click it to show them individually again, or use “Expand/collapse all” in the toolbar to open or close them all at once.
Which task is open when you arrive
When you open a case, the task named as “Next” in the case list is already open — with its workflow and phase, as long as the task sheet fits next to the list (wide windows). On narrow windows and on the phone only the workflow and phase are selected, and the “Up next” card leads to the task.
With several ready tasks, the one with the earliest due date is chosen; with equal or no due dates, the order of the workflows in the template decides.
| Case | What happens |
|---|---|
| You close the sheet. | It stays closed while you remain in the case. |
| You open a link to a specific task. | That task opens instead of the next one. |
| You are in a view other than the list, such as Diagram or Analytics. | The sheet stays closed. |
The task sheet
Clicking a task opens it in the task sheet. Its action — “Take over”, “Start”, “Complete task” or “For approval” — sits at the foot of the sheet; the row itself carries no action button. A role task nobody has taken yet shows the word “unassigned” next to the role badge in the list.
| Window width | How the sheet appears | Back to the list |
|---|---|---|
| Wide screen | As a sheet to the right of the list, which narrows and stays put as your overview. The header fields (owner, due date, priority) step aside; the space belongs to the work on the task. | The “×” in the sheet gives the list its full width back. |
| Narrow screen and phone | Full-screen over the list: at the top “Back” and the arrows to the previous and next task, at the bottom the one action across the full width. | “Back” — the browser’s back button too — returns you to the same spot in the list. |
Progress and the workflow count stay put next to an open sheet — they sit to the left of the header fields, not among them, and they are exactly what you want to keep an eye on while working on a task.
The open task is part of the address; reload the page or share the link and the same task opens. A comment you have started survives paging between tasks. The task’s “⋮” menu — AI prefill, block, skip, reopen and more — sits at the top of the sheet while the task is open, not in its row.
Where the sheet goes after a completion
Following tasks are released automatically as soon as their predecessors are done. If the completed task was open in the sheet, the sheet follows you:
| Situation after the completion | What the sheet does |
|---|---|
| The list has a task after it that you can work on. | It opens that one. |
| Otherwise: the completion releases exactly one task. | It opens that task — also in the next workflow, which Bricksta then selects on the left. |
| No task or several tasks are released. | The sheet closes. |
This applies to every completion from the sheet: “Complete task”, “Send and complete”, “Complete without sending” and “Mark as done manually” (calendar draft) for Outlook, “Complete manually” on an incident, approving a send, AI or offer step, and an automated step that finishes while you have the view open.
Comments, files and history of a task
The expanded task is split in two: the form with its output fields on top and, at the bottom of the sheet — right above “Complete task”, even when the form is short — a column with three tabs: “Comments”, “Files” and “History”. When you open it, the column shows the comments. “Comments” and “Files” show their count, “History” does not: a history is never empty and never complete. Not to be confused with the “Activity” panel in the “⋮” menu in the top right: that holds the comments and the history for the whole case, this one those for exactly this task.
| Tab | What it shows |
|---|---|
| “Comments” | The comments on this task. Type “@” to mention colleagues, who then receive a notification. Post with the “Send” button inside the input field or with ⌘ + Enter (Windows: Ctrl + Enter); Enter on its own starts a new paragraph. |
| “Files” | The files of this task. |
| “History” | What has happened to this task — started, assigned, due date set, completed — each with its time and the person. These are the same entries as in the case’s “Activity” panel, just narrowed to this one task; comments are not repeated there. If there is no event yet, the tab says so. |
Carried and calculated fields
A carried field is shared by several tasks and therefore holds ONE value for the whole case. As soon as the value has been written at least once, a clock icon shows next to its label. It opens the history below the field: per entry the value, the task it was written from, the person and the time, newest first. With no entry yet the icon is absent: there is no history to show.
Anything that came from outside — through the customer portal, a guest link or an intake form — carries the mark “from outside” with the route instead of a person, so you can see at a glance that the value did not come from inside the house. A task you are not allowed to see appears as “another task” — the entry itself stays visible, only its name does not.
Next to a calculated number — a total, a discount, a quote total — there is a calculator icon. It expands below the field to show how Bricksta calculated the number (“How this is calculated”): the rule as a sentence (“all package prices added up”), every input with its actual value, the result and when it was last calculated. The database does the calculating, and the breakdown comes from the same calculation as the number.
Every line leads to its source: an input to the task that holds it; a line from another case — say an invoice under “Unpaid” — opens that case. In the cases list a calculated number has a dotted underline; clicking it shows the same breakdown in a sheet without opening the case.
| Case | What you see |
|---|---|
| A line of the breakdown you are not allowed to see | “Not visible to you”, without name or amount. |
| The value is frozen, say the quote total once “Send quote” is done | Below it “frozen on 02/10/2026”; if Bricksta would calculate something else today, also what: “recalculated now it would be 39,654.75 €”. The freezing is recorded in the case history (“frozen by «Send quote»” with amount, person and time). |
| A calculated value you may not see, say a margin from internal costs | The form shows “Not visible to you (only Finance)”. |
| A yes/no statement is set for this value | The statement stands below (“Margin sufficient: yes”) once the value is frozen; before that “known once the value is frozen”. |
Automated steps
You don't start automated steps (message, agent, generate offer) yourself — there is no “Start” button. If a step is set to “automatic”, the assignee shows “automatic” instead of a picker; it is defined in the template's action settings. For “generate offer” and the AI step the sheet shows a progress card instead of a form — you don't need to do or upload anything.
| State of the card | What it shows |
|---|---|
| Before the start | “bricksta will generate your offers shortly” or “The bricksta AI is about to start” |
| “generating” | The list of offers being created (service and company per card; if the step bundles, e.g. by congress, one line per offer: the congress, below it the items and their total) or of the fields the AI fills in. |
| Takes longer than usual (about two minutes) | The card says so and keeps checking every minute. |
| Done | A check mark and the generated files or a preview of the AI results; after 3 seconds it moves on to the next task by itself. |
| Incident | Its reason and “Retry” instead of the animation — then nothing moves on automatically. |
Result and incident appear in the open view on their own, without reloading. The offers then appear only in the card — the step’s file field (such as “Offer (PDF)”) does not show them a second time below it. If earlier runs produced further versions, expand them below the card with “Show earlier versions (n)”; each carries its version number.
The sheet first stays on the finished step and shows its result; it moves on after 3 seconds, and only if exactly one task is next — otherwise it stays. “Continue now” goes right away, “Stay here” turns moving on off; while the pointer or focus is on the card, the countdown waits. If you have opened another task in the meantime, you stay there.
In “My work” it moves on the same way — first to the next task in the same case if it is yours (such as “Send offer”), otherwise to the next one in your queue; if nothing is open any more, the sheet stays put.
The states of a task
Every task has exactly one status. The progress of the case follows from the states of all its tasks. The small status explanation in the case sums up the current states.
| Status | Meaning |
|---|---|
| Open | Released and ready to be worked on. |
| In progress | Currently being worked on — the first saved entry moves an open task here automatically (or use “Start”). |
| Waiting | Still waiting for a preceding step and therefore not released — what it is waiting for is shown right on the waiting item (in both list and diagram). |
| Blocked | Deliberately paused — something needs to be clarified before it continues. |
| Done | Completed; counts towards the progress. |
| Skipped | Not applicable in this case and therefore left out. |
| Dropped | No longer needed — for instance an open follow-up once the task its timer hangs on is completed, or the open tasks of a workflow that ended early. No longer listed under “My work” and does not count towards progress; whatever was already entered stays readable. |
For a skipped phase the reason is shown right on the row — for example “condition not met” or “skipped manually”; hover it to see the full sentence including the reason someone typed. A skipped phase counts like a completed one: if it was the last open phase of its workflow, the workflow is completed, the next one starts, and the view jumps to its first task.
Skipped tasks do not count towards the progress — “7 of 7 tasks” means everything that applies to this case is done. The same figure appears in the case, in the case list and in your favorites.
Status is the truth: the progress of a case is not a manually set percentage but the result of the tasks actually completed. That makes every case traceable and comparable.
Priority and due date
Case and tasks optionally carry a priority and a due date. The case’s appear as chips in the case header and can be changed right there. A task’s appear in the header of its sheet: the due date always, the priority only when it is “High” or “Urgent” — you change it via “Change priority” in the sheet’s ⋮. Overdue and soon-due dates are highlighted in color so you can see what comes first.
Files and activity of the case
Files open via the “Files” entry in the “⋮” menu in the top right — it shows the count and lists every file of the case grouped by origin: those of the case itself and those of individual tasks, each with a jump to the task. Renaming, replacing and deleting live in the row’s ⋮ menu; both irreversible actions ask first, and after a deletion you have a few seconds to undo it before the file really goes.
When a file is the answer to a file field, the list says so with a mark. Both marks require the field to hold a value today.
| Mark | Meaning |
|---|---|
| “Current” | The file that is the field’s value today. |
| “Replaced” | An earlier version of the same field — replacing deletes nothing, both stay available for download. |
| No mark | The file is attached to a field WITHOUT a value, such as the PDFs of a “Create offer” step that produces one per table row; nothing replaced them. |
Comments and the history of the whole case open from the same menu via “Activity” — the entry shows the comment count and opens a panel you can reach from both the list and the diagram view.
The case updates in real time: if someone else completes or changes something in it while you have it open, you see it without reloading the page.
Participants, auditability and guest link
Besides the responsible person you can add further editors and watchers to the case. Shown openly are the roles this template actually uses plus every role already filled in this case; all other roles of your organization sit below them behind “Other roles” with their count — one click expands them, and you can still fill them.
Every important step is recorded in the history — when a task was completed, assigned or blocked. If a completion came not from a click but from a reply in Outlook or a payment received, the person carries it: “Anna Schmidt (via Outlook)” or “(via payment received)” — Anna sent the mail or booked the payment. Via an external guest link a single task can be filled in from outside without a login.
Case status (Wrap-up)
The “Wrap-up” button in the top right reveals the “Case status” card — a short AI summary of the current state (progress, workload). It is deliberately hidden until you ask for it, so the top of the case stays free for the actual work. It is only created on an explicit click on “Generate summary” — only then are there any costs, nothing happens automatically.
The card remembers the summary together with a timestamp and quietly flags when something has changed since and it may be outdated; “Regenerate” refreshes it. “×” or another click on “Wrap-up” only collapses the card — the summary stays saved and is back the next time you open it, and a small dot on the button tells you a saved summary is waiting.
The “AI” entry in the “⋮” menu additionally opens the case insights, which explain deterministically why the case is currently waiting or blocked.