# Tasks

One action someone must do by a date, linked straight to the people and companies it concerns.

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](/systems/crm/entity-people); Multiple-record picker |
| Tags | Linked records | [Tags](/systems/crm/entity-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](/systems/crm/entity-companies); Single-record picker |
| Related Persons | Linked records | [People](/systems/crm/entity-people); Multiple-record picker |
| Deal | Linked records | [Deal](/systems/crm/entity-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

```text
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

```text
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](/systems/crm/data-views) · [See all CRM tables](/systems/crm/entities)