Assigning and working on tasks

How to: Complete a task

1. 1
   Open My Work. The top task of your list is already in the sheet on the right.
2. 2
   Click another row on the left if you want to work on a different task.
3. 3
   Fill in the form. Bricksta saves every entry on its own.
4. 4
   Click Complete & next at the bottom right. The sheet shows the next task right away.
5. 5
   Clicked by mistake? Click Undo in the message within ten seconds.

How is My Work laid out?

My Work shows what is on your plate right now, across all cases. The list sits on the left, the sheet of the selected task on the right. A link to a task, from an email say, opens it straight in the sheet.

Both lists are sorted by deadline, the earliest on top, tasks without a deadline at the very bottom. Complete & next walks you through your work in this order.

Under “For me”, two expandable lines sit at the bottom. “N snoozed” shows what you put off until later. “Done today · N” shows what you completed today, read-only.

To start a new case, use Create case at the top of the list. The window is described in Creating a case.

Search, filter, sort

The “Search task or no.” field searches task names, case titles and case numbers. The filter opens a small form with High priority only and the cases in the list. Under “For my roles” you can also pick a Role there once you have two roles.

If nothing matches, the list says “No task matches the search or filter.” Use “Clear search and filter” to see everything again.

The task sheet

The top of the sheet shows the case, the deadline in words, who is responsible and the status. Previous and Next page through the list. The line below says who comes next; Show all N tasks expands the whole flow.

If someone passed the task on to you with a message, it sits on top as a card. Below follow “How to do it” with the instructions from the template, the form and three tabs.

Filling in fields

You type straight into the form. Bricksta saves shortly after your last entry; there is no save button. Required fields carry a red * after their name.

Next to Form you see the status, such as “1 of 3 required fields”. “Missing: …” names the first open field; clicking it jumps there. Bricksta does not save invalid values, such as a wrong email address.

Fill in with AI

If the case has files or comments, the Fill in with AI button sits next to Form. The AI reads them and suggests values, each with its source, such as “Suggestion from “Offer.pdf”, page 1”.

• Nothing is saved until you click Accept. Discard leaves the field as it is.
• If the AI finds nothing it can back up, it says so and names what it read.
• The AI does not fill in formula fields. If AI is switched off in your organization, the button is missing.

Completing and undoing

The bottom right holds Complete & next, or Complete when nothing else is open. If a required field is missing, the click jumps to the first missing one. Afterwards the task sits under “Done today”.

The message “… is done” offers Undo for ten seconds. Only then is the task done, and the case's next tasks start. If the template requires an approval, the task is submitted instead and not yet done.

In the case itself you complete tasks in the same sheet; there you have three seconds for Undo. See Working through a case for more.

Approving and sending back

Approvals you decide on sit under “For me”. In the footer you pick Approve or Send back …; when sending back, “What should change?” is required. Here too you have ten seconds for Undo.

Snoozing a task

Snooze means the task leaves your list until a day you pick. Click Snooze in the footer and choose Tomorrow, Next week or Other day …. At midnight of that day it is back, and its deadline stays the same.

• Until then it sits under “N snoozed” at the end of the list.
• Resume brings it back right away.
• The message “Snoozed until …” offers Undo.

Passing on and taking tasks

Pass on in the footer opens the people with the task's role. Pick a person and add a message if you like. The recipient sees it as a card at the top of the sheet.

To role (pool) gives the task back to the whole role. It then sits under “For my roles” for everyone. After passing on, the message offers Undo.

Under “For my roles” you take a task with Take. You can also just start typing; your first entry makes it yours. If you lack the right to complete, it says “You cannot take this task.”

Assigning several tasks at once

Asking questions

Next to the tabs sits Ask … a question, with the name of the person responsible for the case. Your question goes to them as a comment, and the task stays with you. You see the answer under Comments.

Setting ownership in a case

In the case view, clicking a task's avatar opens the assignee picker. You assign it to yourself, a person or a role, or remove the assignment. The task appears in the new person's My Work right away. Whoever is away today shows “absent until …” below and stays selectable.

If you assign a role, the whole team is responsible, and whoever takes it first gets the task. The picker only lists people and roles allowed to complete the task.

More actions in the ⋮ menu

The ⋮ at the top right of the sheet gathers the rarer actions: Open case, Copy link, Change due date …, Change priority …, Skip … and Block …. Anything you may not do is not in the menu.

Setting priority and due date

Change priority offers Low, Normal, High and Urgent; only High and Urgent stand out in the sheet. In the due-date window you pick Today, Tomorrow, In 1 week or a day in the calendar. You can type a time directly, “930” becomes 09:30.

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