Tasks · Article 2 of 12
Task statuses explained
Every task has a status telling you where it sits in the workflow. Keeping statuses up to date is how your team knows what's been actioned, what's in progress, and what's waiting.
The seven statuses
| Status | What it means | When to use it |
|---|---|---|
| Draft | Created but still being processed — typically waiting for OCR/AI extraction | Set by the system |
| Pending | Ready to be worked but not started | New tasks waiting to be picked up |
| In progress | Someone is actively working on it | When you start working a task |
| On hold | Temporarily paused | When waiting for something external |
| Completed | Done | All work finished |
| Archived | Filed away and removed from the active queue | For done tasks or tasks that won't be actioned |
| Error | System encountered a problem processing it | Set by the system; needs investigation |
Which statuses are set by the system
- Draft — applied when a file is attached and queued. Moves to Pending once processing completes.
- Error — applied when invoice processing fails. Stays in Error until a team member investigates and reprocesses.
All other statuses are set by team members.
Moving between statuses
You can change a task's status at any time by clicking the status selector in the detail view or directly in the list. There are no locked transitions — you can move from any status to any other status.
This means you can reopen a completed task by setting it back to In progress or Pending, unarchive a task by changing it to any active status, or move a task straight from Pending to Completed if the work was straightforward.
The "active" filter
The default view shows active tasks — a shortcut that combines Pending, In progress, and On hold. Tasks that are Draft, Completed, Archived, or Error are hidden. Use the status filter to switch to one of these views.
A note on timestamps
- Completed at — records the first time the task was marked Complete. Stays as the original date if reopened and re-completed.
- Archived at — records the first time Archived, even if later unarchived.
These are used in filters and reports — they track when work was actually finished, not just current state.