Tasks

A Task is one concrete action, such as “Send the proposal to the client”, with one person who does it and a due date. It links straight to the People and Companies it concerns. This is how Folk and Attio model tasks: a task has a title, an assignee, a deadline and a done flag, and it points at the records it is about.

Rules and relationships

Write the Name as a short action that starts with a verb. Assignee is the person who does the work; it links to People, not to Membership. Related Companies and Related Persons are the client side: who the task is about. Created By shows who wrote the task, which can differ from the assignee.

Due Date holds a date and a time. Check Done only when the work is finished; a done task leaves Overdue, Upcoming and Due this week. Overdue is checked when an open task’s due date falls on an earlier day than today. A task due earlier today is not overdue yet.

A task has no stage and no status other than Done. It does not change a Deal or an Interaction, and saving it sends no notification. Tags describe the task; they do not assign it.

Why not through Relationship

An earlier plan anchored every sales task on a Relationship. A seller thinks “call John at Rubric Plumbing”, not “work the Relationship between Snack Prompt and Rubric Plumbing”. Folk and Attio attach the task to the person and the company directly, and the CRM now does the same.

The sales team’s feedback of 2026-11-03 points the same way. Eight of the 42 reports Eder filed that day are about Relationship:

• “I don’t know what relationship table is, or if it is even needed, couldn’t People table, and Companies table be all we need?”
• “I don’t know what the difference between relationship and people is.”
• “People & Companies both related to relationship, but what does it mean?”
• Accountable Company is typed on Relationship and again on Deal.

Relationship.Task° and Due date* were migrated to Tasks on 2026-11-04, and the Relationship table was deleted the same day; a lead is now a Deal. Interaction.Next Action° remains a text field for now.

Create a task

The four numbered views are the steps. Each one shows only the fields of its step.

Step	View	Fill in
1	1 - Task details	Name, Description, Attachments
2	2 - Assignee	Assignee, Tags
3	3 - Targets	Due Date, Related Companies, Related Persons
4	4 - All Right ?	Review every field together and fix what is missing

Views

View	Shows	Filter and order
Overdue	Open tasks due on an earlier day	Overdue is checked
Upcoming	Open tasks due in the next week	Due Date within the next week, Done unchecked, earliest first
Due this week	Open tasks due this calendar week	Due Date in this calendar week, Done unchecked, earliest first
All	Every task	Grouped by Assignee, earliest due first
By Person	Every task	Grouped by Assignee, earliest due first
by Related Companies	Every task	Grouped by Related Companies, earliest due first
by Related People	Every task	Grouped by Related Companies, earliest due first (see Known gaps)
main	Every field, for maintenance	None

Fields

Field	Storage	Current configuration
Name	Text	The action, verb first. Primary field.
Description	Rich text	Instructions and the expected result.
Attachments	Attachments	Files that help do the task.
Assignee	Linked records	People; Multiple-record picker
Tags	Linked records	Tags; Multiple-record picker
Due Date	Date and time	Local date format, 12-hour time, client time zone
Created	Creation time	System-managed audit.
Created By	Created by	System-managed audit.
Related Companies	Linked records	Companies; Single-record picker
Related Persons	Linked records	People; Multiple-record picker
Deal	Linked records	Deal; Single-record picker
Done	Checkbox	Checked when the work is finished.
Overdue	Formula	Calculated; see rules below.
Days overdue	Formula	Calculated; see rules below.

Calculated rules

The expressions below use field names for readability. Both formulas compare calendar days in Recife time and ignore the hour: a task due yesterday at 17:00 is 1 day overdue today, and a task due earlier today is not overdue yet.

Overdue

AND(
  {Due Date},
  NOT({Done}),
  DATETIME_DIFF(
    DATETIME_PARSE(DATETIME_FORMAT(SET_TIMEZONE(NOW(), 'America/Recife'), 'YYYY-MM-DD'), 'YYYY-MM-DD'),
    DATETIME_PARSE(DATETIME_FORMAT(SET_TIMEZONE({Due Date}, 'America/Recife'), 'YYYY-MM-DD'), 'YYYY-MM-DD'),
    'days'
  ) > 0
)

Days overdue

IF(
  AND({Due Date}, NOT({Done}), <days between the two dates> > 0),
  DATETIME_DIFF(
    DATETIME_PARSE(DATETIME_FORMAT(SET_TIMEZONE(NOW(), 'America/Recife'), 'YYYY-MM-DD'), 'YYYY-MM-DD'),
    DATETIME_PARSE(DATETIME_FORMAT(SET_TIMEZONE({Due Date}, 'America/Recife'), 'YYYY-MM-DD'), 'YYYY-MM-DD'),
    'days'
  ),
  BLANK()
)

Compared with Folk and Attio

Concept	Folk	Attio	CRM Tasks
What to do	Task or reminder text	Content	Name, Description
Who does it	Workspace user	Assignees (workspace members)	Assignee, a People record
By when	Date and time	Deadline	Due Date
Finished	Done	Is completed	Done
What it is about	Contact or company	Linked records (people, companies, deals)	Related Persons, Related Companies, Deal
Reminder	Notification at the due time	Notification at the deadline	None yet

Known gaps

These were observed on 2026-11-03, when the table held five test tasks.

• The view “by Related People” groups by Related Companies. It should group by Related Persons.
• A task cannot link to the Interaction it came from.
• Assignee points to People, so any contact, including a client, can be picked as the assignee. The column allows several people; one assignee is the expected rule.
• No automation reminds the assignee when a task is due or overdue.
• A new booking or lead does not create a follow-up task. Eder asked for a due date set automatically when a lead comes in.
• The step views have no filter, so a row does not disappear while it is being filled. Keep it that way: the same feedback reports rows vanishing mid-entry in People and Relationship.

Next steps

Find the view · See all CRM tables