---
title: "Task Management Overview"
slug: "task-management-overview"
updated: 2026-08-10T15:10:50Z
published: 2026-08-10T15:10:50Z
canonical: "help.getbuilt.com/task-management-overview"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.getbuilt.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Task Management Overview

---

### **Purpose**

Task Management turns the recurring coordination work of asset management into a structured, trackable system. Instead of building a spreadsheet of reporting dates, emailing borrowers for documents each quarter, and chasing replies by hand, users set up the work once as a reusable template and let the platform generate the tasks, send the requests, screen what comes back, and route it to the right person.

Every task lives on a deal and rolls up into the **Action Center** — a single view of what is due, what is overdue, and what needs attention across a user's whole portfolio.

The document collection loop is the centerpiece: a task emails the borrower, the borrower replies with the documents attached, the platform screens each document for relevance and type, routes approved financial documents to extraction, and creates a review task for the internal reviewer with the extracted data ready to validate.

---

### **Key Features**

1. **Action Center**: A portfolio-wide task view with a calendar, filters, and search. The single daily operating view: what is due, what is overdue, and across which deals.
2. **Tasks on a deal**: A task grid on the Deal Overview page showing only that deal's tasks, with buttons to add a task or apply a template.
3. **Task detail**: A side panel for viewing and editing a task's name, description, assignee, due date, status, watchers, comments, document requirements, and its position in a chain.
4. **Task templates and chains**: Reusable, ordered sets of task steps that are applied to a deal in one action. Chains link steps so completing one creates the next.
5. **Recurring tasks**: Monthly, quarterly, or annual recurrence, with the next occurrence created when the current one is completed.
6. **Anchored due dates**: Due dates derived from a deal date — closing, maturity, and similar — with an offset. When the deal date changes, dependent due dates recalculate automatically.
7. **Document collection by email**: A task emails a document request to a recipient; the recipient replies with the documents attached. No login required.
8. **Automated document screening and extraction routing**: Incoming documents are screened for relevance and type, then approved financial documents can be routed automatically to extraction, with a review task created for the reviewer.
9. **Reminders**: Email reminders before a task is due and again while it is overdue.
10. **Bulk operations**: Multi-select tasks in the grid to shift due dates, reassign, or change status in one action.

---

### **Target Users**

- **Asset managers** — the primary users. They work from the Action Center each day: collecting documents, completing reviews, recording covenant data, and following up on overdue items.
- **Portfolio managers** — monitor compliance and workload across the team's deals, configure the templates that drive the recurring work, reassign tasks during coverage changes, and shift dates in bulk.
- **Originators and underwriters** — a lighter touch for now. Task templates are applied at closing to hand recurring obligations over to asset management.
- **Borrowers** — receive automated document request emails and reply with attachments. Their interaction is entirely by email; they do not log in.

---

### **How It Works**

#### The Action Center

Click **Action Center** in the top navigation. The page shows every task assigned to you across all of your deals.

![](https://cdn.document360.io/b8e7a68c-6af4-4b6e-8d8d-23371810eaa1/Images/Documentation/base64-converted-image-1786372050051.jpg)

*The Action Center: due-date summary, calendar, task grid, and the Signals panel.*

**Due-date summary**

The card at the top left shows today's date and a count of tasks due, broken out by **overdue**, **due soon**, and **To Do**.

**Task grid**

The grid lists tasks with the following columns:

- **Name** — The task name. A **linked** chip indicates the task is linked to another task.
- **Deal** — The deal the task belongs to, as a link to that deal.
- **Deal Status** — The deal's current status (for example, Deal Screening, Asset Management, Borrower Prep, Active Construction, Closed).
- **Assignee**
- **Due Date** — Shown in relative terms when the date is close (Yesterday, Today, Tomorrow, In 3 days) and as a date otherwise. Overdue and same-day dates are color-coded.
- **Status** — An inline dropdown for changing status without opening the task.

Click any row to open the task detail panel. Use **Views**, **Filters**, the **Status** filter, and the **Assignee** filter to narrow the grid, and **Clear all** to reset. Click **+ New Task** to create a task.

**Calendar**

The calendar sits above the grid with **Day**, **Week**, and **Month** views. Each date shows a count of tasks due that day, with overdue days flagged.

![](https://cdn.document360.io/b8e7a68c-6af4-4b6e-8d8d-23371810eaa1/Images/Documentation/base64-converted-image-1786372158194.jpg)

*Month view of the Action Center calendar, with task counts per day and quick range filters.*

1. Click a day, or drag to select a range, to filter the task grid to that period. The selected date appears as a chip above the grid — click the chip's × or **Clear** to remove it.
2. Use the quick range buttons — **Today**, **Next 3 Days**, **This Week**, **Next 2 Weeks**, **Overdue** — to filter without picking dates manually.

**Signals panel**

The **Signals** panel on the right surfaces portfolio-level indicators alongside your tasks: a **Covenants** section showing compliance across your deals, and a **Milestones** section showing what is due soon and overdue. Click **Show more** in either section to expand it. See the [Covenant Tracking Overview](/lending/docs/covenant-tracking-overview) for details on the Covenants section.

#### Tasks on a Deal

![](https://cdn.document360.io/b8e7a68c-6af4-4b6e-8d8d-23371810eaa1/Images/Documentation/base64-converted-image-1786372356370.jpg)

*The Tasks widget on a Deal Overview page.*

Each Deal Overview page includes a **Tasks** widget showing only that deal's tasks, using the same grid as the Action Center with **Name**, **Assignee**, **Due Date**, and **Status** columns. The same filters are available, plus two buttons:

- **+ New Task** — Create a one-off task on this deal.
- **Apply Template** — Apply a task template to this deal.

#### Creating a Task

1. Click **+ New Task** from the Action Center or from a deal's Tasks widget.
2. Enter a **name** — this is the only required field.
3. Optionally set the assignee, due date, description, and a link to the relevant page on the deal.
4. Save. The task appears in the grid.

> [!NOTE]
> Note:
> 
> Ad-hoc task creation is intended as an occasional action. Most recurring work should come from a template rather than being created by hand each period.

#### Working in the Task Detail Panel

Click a task in any grid to open its detail panel.

![](https://cdn.document360.io/b8e7a68c-6af4-4b6e-8d8d-23371810eaa1/Images/Documentation/base64-converted-image-1786372426905.jpg)

*Task detail: status, originating template, what triggered the task, dates, deal context, and chain position.*

The panel shows:

- **Status** — An inline dropdown at the top of the panel.
- **From template** — The template the task came from, if any.
- **Triggered by** — The task whose completion created this one, for tasks in a chain.
- **Assignee** — Use **+ Add assignee** or **Assign to myself**.
- **Dates** — **Due date**, **Repeat** (the recurrence, or "No repeat"), and **End date** for recurring tasks.
- **+ Add reminder** — Configure reminder emails for this task.
- **Context** — The deal the task belongs to, with **+ Add** to attach additional context.
- **Chain** — The task's position in its chain (for example, "Step 4 of 5") and the chain name.
- **Description** — A rich-text field supporting bold, italic, underline, lists, and links.
- **Reviewer** — For document collection tasks, the internal contact who reviews submitted documents.
- **Document requirements** — The documents this task is collecting, with a filled count (for example, "1/2 filled"), an **Upload** button for manual submission, and a status for each requirement.
- **Screening** — Documents currently being checked, with their progress.

Icons in the panel header let you preview, delete, or close the task.

#### Task Statuses

Tasks move through the following statuses:

- **To Do**
- **In Progress**
- **Complete**
- **Discarded**
- **On Hold**

Users can move a task freely between non-terminal statuses. **Complete** is terminal — there are no transitions out of it. A non-terminal task can be deleted; a completed task cannot. Status changes are recorded in an audit trail with the system timestamp and, optionally, a user-provided effective date.

Some task types gate completion. A document collection task, for example, cannot be completed until a document has been submitted. Users are never locked in, though: **Discarded** is the escape hatch for any task that cannot be finished.

#### Recurring Tasks

A task can repeat **monthly**, **quarterly**, or **annually**, with an optional end date.

- The first occurrence is created as soon as the recurrence is set up.
- Completing an occurrence immediately creates the next one.
- Recurring tasks are marked with a **Recurring** indicator in the grid and in the template editor.

#### Anchored Due Dates

Rather than fixing a due date to a calendar date, a task's due date can be anchored to a date on the deal — closing date, maturity date, and similar — plus an offset in days.

- When the anchored deal date changes, dependent due dates recalculate automatically.
- Recalculation skips completed tasks and any task whose date has been edited by hand.
- Editing a single task's due date exempts that task from future recalculation.
- The list of available anchor fields is maintained by the platform, so only supported deal dates appear as options.

#### Task Chains

Steps in a template can be linked into a **chain**, so completing one step creates the next. Each link defines:

- The step that triggers the next one.
- Whether it triggers on completion or on discard.
- How many days after the trigger the follow-up task is due.
- Optionally, a different assignee for the follow-up task.

A task in a chain shows its position ("Step 1 of 2") and the chain name in the detail panel, and the task that created it is shown under **Triggered by**.

#### Completion Conditions

A task can carry conditions that must all be satisfied before it completes automatically. Two are available:

- **All documents submitted** — every document requirement on the task has been fulfilled.
- **Approval** — someone has explicitly approved the task.

Tasks with no conditions are completed manually.

#### Building a Task Template

Templates are reusable blueprints for a set of tasks. They are managed in Organization Settings and applied to individual deals.

1. Go to **Organization Settings** → **Customization** → **Templates**, then open the **Tasks** tab.
2. Create a template or open an existing one. The editor shows the template name and its chains, each with a numbered, ordered list of steps.

![](https://cdn.document360.io/b8e7a68c-6af4-4b6e-8d8d-23371810eaa1/Images/Documentation/base64-converted-image-1786373372965.jpg)

*The template editor: a chain of ordered steps, each tagged with its task type, recurrence, or assignee.*

1. Use **+ Add step** to add a step to a chain, **+ Add item** to add a standalone item, and **New chain** to start another chain in the same template.
2. Click a step to configure it in the right-hand panel:
  - **Task type** — The kind of work the step represents. **Document collection** adds the document request configuration described below; other steps are plain tasks.
  - **Due Date** — Choose one of three modes:
    - **Fixed** — A specific calendar date.
    - **Anchored** — A number of days after a selected anchor field on the deal.
    - **Open** — No due date.
  - **+ Add reminder** — Reminder emails for this step (see Reminders below).
  - **Description** — What the assignee needs to do.
  - **Recurrence** — **Repeat** frequency, an **End date**, and an **End Date Mode** of either **Fixed** or **Anchored**.
3. Click **Save template**, or **Cancel** to discard. Use **Delete task** in the step panel to remove a step.

#### Configuring a Document Collection Step

When a step's task type is **Document collection**, additional configuration appears.

![](https://cdn.document360.io/b8e7a68c-6af4-4b6e-8d8d-23371810eaa1/Images/Documentation/base64-converted-image-1786373497521.jpg)

*Document collection settings: reviewer, screening mode, auto-route to extraction, required documents, and recurrence.*

- **Method** — **Email** to send a request to a recipient, or **Manual upload** for documents that will be uploaded internally.
- **Recipient** — Choose **Stakeholder** to use a contact on the deal, **Fixed Email** to use the same address every time this task is generated, or **Open** to decide when the task is created.
- **Reviewer** — The internal contact who reviews submitted documents.
- **Screening** — How incoming documents are checked. **Agent auto** screens and accepts documents automatically; the agent-assisted mode requires a person to approve a screened document before it is accepted.
- **Auto-route to extraction** — When the collection completes, approved financial documents (rent rolls, cash flows) are sent to AI extraction.
- **Review due** — How many days after the extraction is ready the chained review task is due.
- **Required documents** — The list of documents this task collects (for example, Rent Roll and Cash Flow). Use **+ Add** to add more and the × to remove one.

#### Reminders

Click **+ Add reminder** on a task or template step to configure reminder emails.

![](https://cdn.document360.io/b8e7a68c-6af4-4b6e-8d8d-23371810eaa1/Images/Documentation/base64-converted-image-1786373772931.jpg)

*Reminder configuration on a template step.*

- Remind [N] days before the due date
- Then remind every [N] days while overdue

Reminders are emailed to the assignee. Tasks without their own reminder configuration use the system defaults: 7 days before the due date, 1 day before, and on the due date.

Email is the only reminder channel in this release. An in-app notification center is not yet available.

#### Applying a Template to a Deal

1. Open the deal and find the **Tasks** widget on the Deal Overview page.
2. Click **Apply Template**.

![](https://cdn.document360.io/b8e7a68c-6af4-4b6e-8d8d-23371810eaa1/Images/Documentation/base64-converted-image-1786373996537.jpg)

*The Apply Template panel, listing available templates with task counts and when each was last applied.*
3. Search for or select a template. Each entry shows the template name, how many tasks it contains, a description of what it is for, and when it was last applied.
4. Confirm. The tasks are created on the deal and the first occurrences appear in the grid.

The same template can be applied to a deal more than once; each application produces its own separate set of tasks.

#### The Document Collection Loop

This is the flow the release is built around. Once a document collection task is set up, it runs end to end without anyone manually chasing documents.

1. **The request goes out.** The task emails the document request to the configured recipient. Reminder emails follow on the configured schedule.
2. **The recipient replies with attachments.** The reply address is unique to the task, and no login is required — the recipient simply attaches the documents and replies.
3. **Documents are screened.** Each attachment is checked against the task's document requirements: does it match the expected document type, and does it contain real data rather than a blank template? The task shows each document's progress in the **Screening** section — for example, "Checking against requirements" and "Matching to open items" — and returns a validation result with reasoning and a confidence score.
4. **Validated documents are filed against the requirement.** The document requirement is marked as filled and tagged with the document type it satisfied. Anything not matched stays **Pending**. If screening rejects a document incorrectly, a user can override the rejection.

![](https://cdn.document360.io/b8e7a68c-6af4-4b6e-8d8d-23371810eaa1/Images/Documentation/base64-converted-image-1786374080807.jpg)

*A document collection task: document requirements, filled and pending items, and documents in screening.*
5. **Financial documents route to extraction.** If **Auto-route to extraction** is on, approved rent rolls and cash flows are sent to the extraction pipeline automatically.
6. **A review task is created.** Once extraction is ready, a chained review task is created for the reviewer, due the configured number of days later, with the extracted data ready to validate. Review tasks appear in the Action Center like any other task (for example, "Review Extraction: Rent Roll").

#### Bulk Operations

Select multiple tasks in the grid using the row checkboxes, then use the toolbar that appears to:

- **Shift due dates** — by a relative number of days or to a specific date.
- **Reassign** — change the assignee across the selection.
- **Change status** — set the same status on all selected tasks.

Bulk operations apply to the selected tasks only. They do not change the underlying recurring setup, and they do not trigger anchored due date recalculation.

#### Existing Milestones

Milestones that existed before this release are carried over into the task system one-for-one, so nothing is lost and reporting continues uninterrupted. Statuses map as follows:

| Previous milestone state | New task status |
| --- | --- |
| Incomplete | To Do |
| Partially complete | In Progress |
| Complete | Complete |

#### Availability

Task Management is released to all tenants behind a feature flag. Contact your Built representative to have it enabled for your organization.

---

### **Benefits**

- **One place to see what is due.** The Action Center replaces the spreadsheet-and-inbox routine with a single view across every deal, filterable by status, date, and deal.
- **Document collection runs itself.** Requests, reminders, intake, screening, and filing happen without anyone manually emailing, downloading, and re-uploading. A borrower interaction that took five or more manual steps takes none.
- **Set the work up once.** Templates capture a deal's recurring obligations so they are applied at closing instead of rebuilt every quarter.
- **Due dates stay correct when the deal changes.** Anchored dates recalculate automatically when a closing or maturity date moves, without touching completed or manually adjusted tasks.
- **Documents arrive review-ready.** Screening filters out the wrong document and the blank template before a person looks at it, and extraction hands the reviewer data to validate rather than a PDF to read.
- **Work does not fall through the gap between steps.** Chains create the follow-up task automatically, so extraction is always followed by a review and nothing waits on someone remembering.
- **Portfolio managers can see and rebalance workload.** Team-wide task status is visible, and coverage changes are handled with bulk reassignment rather than one task at a time.
- **Borrowers do not need an account.** The whole loop runs over email, so there is nothing for a borrower to learn or log in to.

---

### **Best Practices**

- Apply a template at closing rather than setting up tasks later. The point of anchored dates is that the schedule is derived from the deal, and that works best when it is in place from the start.
- Prefer anchored due dates over fixed dates for anything tied to the loan. Fixed dates go stale the first time a closing date moves.
- Use **Fixed Email** for a recipient only when the same person really will receive every request. **Stakeholder** keeps the request pointed at the current contact on the deal as the deal changes.
- Name required documents precisely. Screening matches incoming attachments against these requirements, so vague names produce vague matches.
- Start with agent-assisted screening on a new template and move to **Agent auto** once you have seen it behave correctly on real submissions.
- Set the **Review due** window realistically. It determines when the chained review task is due, and an unrealistic window just produces overdue tasks.
- Use **Discarded** rather than leaving a stuck task open. It is the intended escape hatch and keeps the Action Center honest about what is actually outstanding.
- Keep reminders modest. Reminders go to the assignee by email, and too many of them stop being read.
- Reserve ad-hoc tasks for genuine one-offs. Anything that will happen again next quarter belongs in a template.
- Check the Action Center in the weeks leading up to a reporting deadline, and use the **Overdue** quick filter first.

---

---

### FAQ

#### Where do I manage task templates?

In Organization Settings, under Customization → Templates → the Tasks tab.

#### Can I apply the same template to a deal twice?

Yes. Each application creates its own separate set of tasks.

#### What happens to my existing milestones?

They are migrated into the task system one-for-one, so nothing is lost and existing reporting continues to work.

#### Do borrowers need a Built login to submit documents?

No. The document collection loop runs entirely over email — the borrower receives a request and replies with the documents attached.

#### What happens if the wrong document is submitted?

Screening checks each attachment against the task's document requirements and flags anything that does not match the expected type or that appears to be a blank template. If screening rejects a document incorrectly, a user can override the rejection.

#### Can I delete a completed task?

No. Completed tasks cannot be deleted, and there are no status transitions out of Complete.

#### What happens to task due dates when a deal's closing date changes?

Any task with a due date anchored to that field recalculates automatically. Completed tasks and tasks whose dates were edited by hand are left alone.

#### Will I get in-app notifications for tasks?

Not in this release. Reminders are email only.