Manage tasks and approvals in Work

A follow-up task needs a clear owner, date and result. Work, at /admin/work, gives you tasks, pending decisions and AI work status in one place. Today draws attention to the same underlying work, while Work lets you inspect the details.

Work opens on My work and open tasks, so assigned follow-ups appear first. If that view is empty, choose View team work to see the wider queue. Choose List, Board, or Calendar above Tasks. List aligns the related record, due date and priority. Board groups the same tasks by open, snoozed and completed status. Calendar places dated tasks on their local day and calls out overdue, due today, upcoming and undated work; select an item to open its existing inspector and edit the date through the normal save flow. No task receives a date automatically. Fields controls which list and board details are visible. Your browser remembers layout, fields and filters for the signed-in member and workspace; Reset view restores open personal work and the default layout. On smaller screens, use the month grid and select a task to reach its inspector.

In a connected workspace, choose Save view to open the view editor, enter a name and choose Save new to keep the current filters, layout and visible fields across devices. Choose Only me for a private view or Workspace to share it with active members. Select a saved view to restore it. The owner can Update or Remove it; removing a view does not delete its tasks. The fictional demo keeps its local browser preference without saving views to a production account.

Finding and editing a task

1. Choose an ownership view

   Open Tasks, then pick Team work, My work, or Unassigned, and select an open, snoozed, or completed status to match what you're looking for.

2. Choose a view and narrow the work

   Use List for aligned details, Board to group by status, or Calendar to scan dates. Filter by source or search the task title and related record name. Each view respects the ownership and status you selected. Use the page controls when more than 100 tasks match.

3. Open and edit

   Select a task to open its inspector, change its title, Instructions, due date or priority, and choose Save changes. Instructions describe the expected result so the next person can finish the work without guessing.

4. Confirm it stuck

   Return to Today and check the task where it's due. An edit keeps the task's existing status; it does not mark the task complete on its own.

Task selection stays in the page link, so a reload opens the same inspector. When a task has a stored client, contact or opportunity, use its Open related link to review that source record. The inspector loads each task separately and offers Retry when details cannot load; an unavailable task shows Task not found without editable fields.

Use the completion control specifically when work is finished. To defer a task, open it, choose Snooze until, and select Snooze task. It stays visible in Work's Snoozed view, so nothing gets lost by deferring it. Completing a snoozed task clears the snooze and records completion against that same original task, not a new one.

In the list, press j or k to select a row. Press Enter or e to open a task, or s to open its snooze date. On the Approvals tab, a and r open the selected decision for review; inside that review, those keys approve or reject it. The exact action remains visible before you decide. These shortcuts stay inactive while you type in a field.

The ownership filter is a lens for browsing, not an assignment tool: changing whose work you're looking at does not reassign anything. Assignment follows whatever workflow originally created the task, and a custom App can keep its own native queue and lifecycle entirely separate from this one.

Recover an interrupted edit

While saving or snoozing, fields and the close control pause so the submitted values stay fixed. A failed change leaves your draft in place with the error. Changing task links while an earlier read or save is pending keeps the later inspector attached to its own task. Completed tasks remain available for reference with their fields disabled.

If a change cannot be confirmed, close the inspector and reopen the task to check its saved values before submitting another edit. A refresh failure labels previously loaded details and provides Retry, so you can recover the read without discarding a draft that is still open.

Updating a task with Ask AI

Ask AI can prepare a task completion, reopening, snooze, or an edit to its title, description, priority, or due date. For example, ask it to reopen a completed customer follow-up and then replace its instructions with the next agreed step. Identify the exact task, inspect each proposed change in Approvals, and approve the change you want to keep. Check the resulting task in Tasks afterward.

Repeating an unchanged request while its proposal is pending reuses that proposal. If someone edits the task before execution, the proposal fails with a request to review fresh task details. Ask for a new proposal against the current task; its existing work and history stay attached to the same record.

Reviewing a decision

Open Approvals, select a proposal, and inspect its exact content, target, and consequence before deciding. Today and Work share the same review inspector and execution service underneath, so a decision you make here behaves identically to making it from Today. Once you decide, that pending approval clears from both views at once; it never creates a second record of the same decision.

Open AI work to inspect coworker work and record feedback. A completed AI run is a recorded outcome; an approval still needs a separate decision in Approvals.

Read approval results before you interpret what a provider action did. Approval, execution, and delivery are three separate facts, and only the last one tells you a customer received something.

Checking the saved result

Activity keeps the recorded history of what changed here. A completed task confirms the task is done, and nothing more: it does not confirm a payment arrived, an email sent, or a customer accepted a proposal, so open the relevant record for those results specifically.

What to check

• If meeting work is waiting for review, open its source notes, configure the required AI connection, and prepare the exact CRM changes in Ask AI. Inspect the resulting approval and saved record afterward; the waiting result explains which step remains.

• Use the task controls for deletion or assignment workflows. The AI task-update tool supports the changes listed above; broader customer-record editing and import operations have separate coverage.

• If saving fails, the inspector keeps whatever you typed and shows the error rather than discarding your edit; refresh the record before retrying if the operation might be stale.

• An empty filtered list usually means your ownership or status filter is narrower than you meant, not that the workspace has no work.

• The fictional demo uses these same screens with isolated session data. Edits, snoozes, and completions persist for that session and reset when the demo workspace resets.