Manage subtasks on a request

Subtasks let you break a request into smaller, trackable work items. On a parent request, the Subtasks tab shows all related subtasks. Any subtask marked as required must be completed before the parent request can be closed.

Examples:

  • If each room in a school is getting a projector, create a subtask for each room.

  • For a pep rally request, create subtasks to set up the Wi-Fi, protector, and sound system.

Subtasks use the same permissions, notifications, and related tab functionality as requests.

To add a new subtask for a request:

  1. Search for the desired request.
  2. Next to the one you want, click the Request ID number.
  3. On the request details page, click the Subtasks tab.Request details with the Subtasks tab showing and circled in red.
  4. Click + Create Subtask. Create Subtask pop-up
  5. Enter a unique Subtask Name.
  6. Do any of the following:
    • Enter a Description.
    • From Assign to, select the person responsible for completing the subtask.
    • Select a Priority.
    • Click the Due Date field, and select a date from the calendar.
    • Select the checkbox to mark the subtask as Required.

      Note: If someone tries to complete a request that has a required subtask that is not complete, a message appears. The user can either override the subtask and complete the request or complete the subtask first.

  7. Click Create Subtask.

To view and manage subtasks, including changing the status:

To view subtask details, click the subtask ID on the Subtasks tab of the request details page.

Request details page showing the Subtasks tab with one subtask.

The subtask details page appears.

Subtask details page.

Do any of the following on the subtask details page:

If you want to... Then...

Update the subtask status, including approving and assigning subtasks

Note: You need the Approve Requests and Assign Requests to Otherspermissions.

Click Status, and select the applicable status.

Note: You can also update the status from the request details page. On the Subtasks tab, click the current status in the Status column for the subtask.

Edit the subtask

Note: You need the Edit Requestpermission.
  1. Click Edit.
  2. Make your updates.
  3. Click Save Changes.
Print the subtask details
  1. Select Actions > Print Details. The request details file appears in your Downloads folder or opens as a PDF in new tab.
  2. Print, download, or share the file.
Print the work form
  1. Select Actions > Print Work Form. The work form opens in a new tab.
  2. Click Print.

Delete the subtask

Note: You need the Can Delete Requests administrative permission.
  1. Select Actions > Delete.
  2. On the pop-up message, click Delete.
Return to the request list Select Actions > Home.
Add a note
  1. In the Description section, enter your note in the blank field.
  2. If you do not want an email sent, deselect the Send Email checkbox.
  3. To limit the note to admin users, select the Internal checkbox.
  4. To save as a canned response, select the checkbox.
  5. To use a canned response, select it from the drop-down. The response appears in the Notes field.
  6. To add or delete email recipients, click Change Recipients, and make your selections.
  7. Click Save.
View, add, or delete files
  1. Select the Files subtab.
  2. Click Add Files.
  3. Find the file, and click Open.
  4. To view an attached file, click its link.
  5. To delete an attached file, click Delete icon..
View history Select the History subtab.
Return to the parent request Click the parent request link at the top of the subtask details page.