Tasks · Article 5 of 12
How tasks are created
Tasks come from many places — not just from team members creating them manually. Understanding the sources helps you know what to expect when you open a task.
Automatic task creation
Email with invoice attachment
A task is created when an email arrives with an attachment. Starts in Draft while the system runs OCR and AI extraction, then moves to Pending with the data pre-filled.
Email from invoicing platform (no attachment)
For emails from platforms like Xero or MYOB that embed invoice data in the body, Navigator scrapes the body for invoice data.
Budget alert
When a customer's NDIS budget hits a threshold, a task is created linked to the customer and budget. Tagged with budget_alert.
Phone call logged
When a call is recorded, a task is created and linked. If the caller matches a customer/supplier/contact, those are pre-filled.
Text message received
Same pattern — task created linked to the SMS.
Onboarding workflow
As a new customer moves through onboarding, Navigator creates tasks at each step requiring team action. Tagged onboarding.
Claim rule triggered
When an invoice triggers a claim rule, a task is created linked to the rule, customer, and supplier.
Live chat or system notification
Tasks can also be created from live chat interactions or internal system notifications, with context pre-filled.
Manual task creation
Team members can create tasks directly at any time. Fill in description, status, assignee, customer/supplier/contact, due date, tags, and optionally attach a file.
What gets pre-filled — and why
| Task source | What's pre-filled |
|---|---|
| Email + invoice file | Email link, file link, description (email subject), AI-extracted invoice data |
| Email (invoicing platform) | Email link, description, scraped invoice data |
| Budget alert | Customer link, budget alert link, description |
| Phone call | Call link, customer/supplier/contact link (if matched) |
| Text message | SMS link, customer/supplier/contact link (if matched) |
| Onboarding | Customer link, onboarding tag, description for the step |
| Claim rule | Customer link, supplier link, claim rule link |
If a field is blank on a task, it means the system couldn't automatically match it. You'll need to fill it in manually.
How to tell where a task came from
Look at the linked records in the task detail view:
- Email link → inbound email
- File link → attached document
- Phone call link → logged call
- Budget alert link → budget threshold
onboardingtag → customer onboarding workflow- Claim rule link → claim rule trigger
- No source links → created manually