Manage tasks and subtasksLast updated on 05/18/2023
Learn how to add, edit, and close out tasks and subtasks. Also, you can learn how to export them for your records.
Things to know
The priority level for a task is set to normal by default. Most tasks should stay at that priority level. If you overuse high and urgent, you won’t be able to tell which tasks actually need to take priority over others.
Use the comments section of a task or subtask while escalating it for approval, to add an update, to contribute supporting information, or provide additional context around the resolution.
When closing a task that has subtasks, be sure to close the subtasks first to ensure more accurate reporting.
You can also view closed tasks on the Customer page, under the Tasks section.
View tasks and subtasks
The red number next to your Profile icon is the total count of pending tasks and subtasks that are assigned to you. The red dot next to Task Management indicates that you have pending items assigned to you.
Note: Administrators see all tasks regardless of who is assigned to the task, while regular employees only see the tasks assigned to them unless an administrator changes their permissions.
Tasks with a blue dot next to them are ones that are assigned to you that have not been closed yet.
If a task has subtasks assigned to you that have not yet been closed, you will see a blue dot next to the task even if the task isn’t assigned to you. The blue dot is removed when the task is closed.
In the case of a subtask, the blue dot is removed when the overall task is closed.
Click the dropdown arrow to expand a task and see subtasks.
Add a task from a job page
Most tasks are directly related to a job and are added from the relevant job page. Job number, business unit, and customer are automatically added to tasks created directly through the job screen.
From the job page, select the job you want to add a task to and click Job Actions.
Click Log Task from the dropdown.
From the Add Task screen, enter the task details. You can add links to other tasks, subtasks, pages in ServiceTitan, or websites outside of ServiceTitan to provide full context for the task.
When you’re finished adding information, click Add Task. Note: If you have already added a job-related task through task management rather than through the job, be sure to add the job number to the task so that the task and the job are linked. When you add the job number, the customer and business unit automatically populate.
The task section on the job page displays the tasks associated with the job.
After associating a job with a task, you can click the blue icon next to the job number to view the job directly from the task. Additionally, the customer profile for that job shows the associated task.
Add a task through Task Management
Internal business tasks directly assigned to yourself or another employee that is not directly job-related should be added through task management.
From Task Management, click Add Task.
From the Add Task screen, enter the task details. You can add links to other tasks, subtasks, pages in ServiceTitan, or websites outside of ServiceTitan to provide full context for the task. Be sure to select Not Applicable so that the task does not affect reporting accuracy.
When you’re finished adding information, click Add Task.
Add a subtask
We recommend you create subtasks. Add the subtasks in order to indicate the workflow for a task.
From the task screen, click Add a Subtask.
From the Add Subtask screen, enter the task details. You can add links to other tasks, subtasks, pages in ServiceTitan, or websites outside of ServiceTitan to provide full context for the subtask.
When you are finished, click Add Subtask.
Edit a task or subtask
From the Task Management screen, click the task or the task whose subtask you want to edit.
From the edit screen, make all desired changes to the task or subtask.
Click Apply and save.
Close a task or subtask
From the Task Management screen, click the task or subtask you want to close.
From the task screen, click Close. Note: When you close a task that has open subtasks, you are asked to close the subtasks first.
Click Apply and save.
Export tasks and subtasks
From the Task Management screen, use the task filters so that only the tasks you would like to export are displayed on the task list.
Click Export as…
Select the file type you want for the export.
The tasks download in the file type you selected.
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Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.
Disclaimer: Information provided in this article is for informational purposes only and it should not be construed to be legal advice. Information provided in this article may also not constitute the most up-to-date legal or other information. You should not act or refrain from acting on the basis of any information in this article to meet any compliance requirements without seeking independent legal or other professional advice.