Creating a new task in Mstnd: assign the work and follow its progress

The «New task» page in Mstnd is where you create a task and assign it to the person who will carry it out. On it you set the task's title and description, the start, due and reminder dates, the priority, the required operation type and the files it is carried out on, then you route it to a department, team or position, assign specific employees, and link it to the related documents, transactions and correspondence. Once created, the task gets a system number and reaches the assignee immediately.

Quick overview

Watch the video

In about a minute, the video shows a complete task being created, from the title field until the system number appears and the task reaches the assignee.

Why this feature?

Many tasks are assigned with a sentence in a meeting or a short message: "review the contract", "prepare the letter". It is not clear what exactly is required, or by when, or on which file, or who is responsible if the task is addressed to a whole department. The result is work that falls behind or gets done differently from what was required.

The «New task» page turns assignment into an organized form. Every task has a title and a description, a deadline, a specific operation type, attached files, a party it is routed to, assigned employees and links to its context. And it is recorded in the system with a number that can be tracked.

Value for the organization: clear accountability and measurable work. Value for the individual: the assignee knows exactly what is required of them, and the person who assigned the task knows where the work stands.

Where to find it

1. From the side menu, open «Tasks and workflows».
2. Choose «Tasks».
3. Click the «New task» button at the top of the page.

Direct link: https://app.mstnd.sa/tasks/new

Concepts and terms

Step by step

Step 1: Write a clear title and a description for the task

Start with the title. Keep it short and describe the work with a clear verb, such as "Review and approve the client meeting minutes". Then write in the description exactly what is required, such as: "Review the client meeting minutes and check the items and dates before approval".

The title is what the assignee sees in their task list, so if it is clear they know what is required without opening the task. The description answers the questions the assignee might ask later, saving both of you the time spent on queries.

Step 2: Set the dates and the priority

Set three dates:

• Start date: when the work begins; it is a required field.
• Due date: the final deadline.
• Reminder date: when the people concerned are reminded of the task before it is due.

Then choose the priority from the list, such as «High».

Choose a reminder date far enough before the due date to get the work done, not on the same day. And use the «High» priority for work that is truly urgent, because overusing it makes it lose its meaning for the team.

Step 3: Choose the operation type

The operation type is a required field that sets the nature of the work the task carries out. The basic rule: each task carries out only one operation. Operations appear in groups, and you can search them from the «Search operations» field. Among the available types:

• Review and Approval.
• Signature and Stamp.
• Creation.
• Archiving: such as moving files to the archive after the work on them is complete.
• Correspondence: such as creating outgoing or incoming correspondence.
• Sharing: such as sharing files with colleagues or external parties.
• Circular: such as creating an internal circular and publishing it.
• Notification: such as sending a notification to users or contacts.
• Action: for an operation you describe yourself when no other type applies.

Each type has a short description and examples on the same card, to help you make the right choice.

Step 4: Attach the operation files

In the «Operation files» section, select the file the operation will be carried out on. You have two options:

• «Browse documents»: to choose a document that already exists in the system.
• «New file»: to create a new file directly.

Above this section you will find the «Attachments required to complete» option. When it is turned on, the task cannot be completed unless there is at least one file among the operation files.

Attaching the file inside the task means the assignee finds it in front of them when they open the task, so they do not have to look for it or risk working on the wrong version.

Step 5: Route the task to a department, team or position

In the «Routing» section, choose the party the task is directed to: a department, a team or a position. The parties appear according to your organization's organizational structure, so you select, for example, «Marketing department» or «Content team».

Routing sets the party responsible for the task. This affects the next stage, because assignment is limited to members of the units and positions the task is routed to.

Step 6: Assign employees to carry it out

In the «Assignment» section, choose the employee or employees who will carry out the task. You can:

• Search by name, email, section or team.
• Use «Quick select» to select all the users of a particular unit or position at once.
• Choose specific individuals from the list of users.

Remember two things that the system points out in this section: only assignment gives the right to complete the task, and assignment is limited to members of the units and positions the task was routed to.

Step 7: Add links

In the «Links» section, you link the task to other items in the system, using the «Add» button next to each type:

• Documents.
• Folders.
• Tasks.
• Workflows.
• Correspondence.
• Circulars.
• External contacts.

Links give the task its context. A task to review a supplier's offer, for example, can be linked to the project folder, to the incoming correspondence from the supplier and to the supplier's contact profile. The assignee then finds everything needed to understand the task in one place.

Step 8: Create the task or save it as a draft

At the bottom of the form there are three buttons:

• «Create task»: creates the task and sends it to the assignees.
• «Save as draft»: saves what you entered without sending it, so you can finish it later.
• «Cancel»: leaves without saving.

Choose «Save as draft» when a piece of information is missing, such as the assignee's name or the final file. You will find the draft later in the «Drafts» scope on the Tasks page.

Step 9: Confirm that the task was created and delivered

After you click «Create task», the task is created with a system number and reaches the assignee immediately. On the task page, the operation file appears with the «Awaiting action» status, along with the actions that match the operation type, such as «Approve» and «Reject» in an approval task, and the «Add a note» option.

From here, the assignee's role in carrying out the task begins, and so does your role in following it up from the Tasks page.

Options and their effect

Practical scenarios

Scenario: The administrative communications department of a government entity

Situation: An incoming letter from another entity requires an official reply within a week.

What you do in Mstnd:

1. Create a task titled "Prepare the reply to the entity's letter".
2. Set the due date a week away, and the reminder two days before it.
3. Choose the operation type «Correspondence».
4. Route the task to the relevant department, and assign the responsible employee.
5. Link the task to the incoming correspondence from «Links».

Result: An organized reply on time, with the full context in front of the employee.

Scenario: The projects department of a contracting company

Situation: A new structural drawing needs the approval of the responsible engineer before execution.

What you do in Mstnd:

1. Create a task with the operation type «Approval» and the «High» priority.
2. Attach the drawing from «Browse documents», and turn on «Attachments required to complete».
3. Route the task to the engineering team, and assign the responsible engineer.
4. Link it to the project folder.

Result: A documented approval of the correct drawing, within the project's context.

Scenario: The HR department of a hospital

Situation: New employees' contracts need to be signed before their start date.

What you do in Mstnd:

1. Create a task with the operation type «Signature».
2. Attach the contracts in «Operation files».
3. Set the due date before the start date, with an early reminder.
4. Route the task to the competent department and assign the people concerned.

Result: Contracts signed before the start date, without manual follow-up.

Scenario: The marketing department of a trading company

Situation: The minutes of a meeting with a client need to be reviewed and approved before they are sent.

What you do in Mstnd:

1. Create the task "Review and approve the client meeting minutes" with the «High» priority.
2. Attach the minutes in «Operation files».
3. Route the task to the marketing department, and assign the responsible reviewer.
4. Link it to the client's campaigns folder.

Result: The assignee finds the minutes in front of them with the «Approve» and «Reject» buttons, and completes the task on time.

How it relates to other features

• Tasks: the page where you start creating a task, follow it up after it is created and find your drafts.
• Carrying out a task: what the assignee sees when opening the task, and the actions they carry out on the operation files.
• Organizational structure: the source of the departments and positions that appear in «Routing».
• Sections and teams: defines the teams and their members, so it affects who appears in «Assignment».
• Starting a workflow on a document: the right alternative when the work requires several consecutive operations.
• External contacts: you can link the task to an external party from «Links».

Tips and best practices

1. Start the title with a clear verb, such as "Review", "Approve" or "Prepare".
2. Write the completion criterion in the description so the assignee knows when the task is finished.
3. Set the reminder date far enough before the due date to leave time for the work.
4. Stick to one operation per task, and use a workflow for multi-step work.
5. Turn on «Attachments required to complete» when the file is the core of the task.
6. Route the task to the right party first, then assign individuals, because assignment is limited to its members.
7. Add the relevant links to reduce the assignee's questions.
8. Use «Save as draft» instead of creating an incomplete task.

Warnings and common mistakes

FAQ

How do I create a new task in Mstnd?

Open «Tasks» and click «New task», then enter the title, description, dates, priority, operation type and files, route the task and assign the people who will carry it out, then click «Create task».

Can a task include more than one operation?

No. Each task carries out only one operation. For multi-step work, create several tasks or use a workflow.

What is the difference between routing and assignment?

Routing sets the department, team or position the task is directed to, while assignment sets the employees who carry it out, and only assignment gives the right to complete it.

Why does a particular employee not appear in the assignment list?

Because assignment is limited to members of the units and positions the task was routed to. Check the routing first.

Can I save a task and finish it later?

Yes. Click «Save as draft», and you will find it later in the «Drafts» scope on the Tasks page.

What does the «Attachments required to complete» option mean?

When it is turned on, completing the task requires at least one file among the operation files.

How do I link a task to a correspondence or a transaction?

In the «Links» section, click «Add» next to the type you need, such as correspondence or workflows.

What happens after the task is created?

The task gets a unique system number and reaches the assignees immediately, and the operation file appears with the «Awaiting action» status.

Summary

• «New task» turns assignment into a clear form with a title, a description, deadlines and a priority.
• Each task has one operation type, and operation files that can be made required for completion.
• Routing sets the party, and assignment sets the people who carry out the task and gives them the right to complete it.
• Links place the task in its context with documents, transactions, correspondence and contacts.
• After creation, the task gets a system number and reaches the assignee immediately, or it stays a draft until it is complete.

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