Tasks Data Source

Concept

Built-in Tasks is a concept feature. It's still being developed and can change before it's released. It's available only when the site's license includes the Concept feature Tasks.

Audience: Low-code Engineers

Skill Prerequisites: Listings, Tokens

General Description

The Tasks data source fills a Listings grid with tasks. My Tasks and the Tasks tab of records are built on it, and you can use it for your own lists: a team's open orders, a dashboard of overdue tasks, the tasks of one checklist.

It lists only the tasks the current user is allowed to see. See Who Can See a Task. Its options narrow that list and never widen it, so the same settings give a superuser every task and a person only theirs.

Each row also says what the current user may do with the task, so the grid's buttons show only when they can be used.

Tasks also come with item data sources for dropdowns and other fields: the task types, the outcomes of a task, the people a task can be delegated to. See Item Data Sources.

Data Source Options

Option	Description	Supports Tokens
View	Which tasks the grid lists. Every task I can see (All), Assigned to me (AssignedToMe), Unassigned (AvailableToClaim), Created by me (CreatedByMe), Delegated by me (DelegatedByMe), Completed or cancelled (Completed) or All tasks of the types I administer (Administered). Empty: every task the user can see. Switch to an expression to pick the view from a token, for example [QueryString:taskview=AssignedToMe].	Yes
Task Types	Only tasks of these type keys, separated by commas.	Yes
States	Only tasks in the checked states: Open, In progress, Completed, Cancelled. None checked: all states.	No
Assignee	Only tasks assigned to this user: a user id, username or email, or a token such as [User:UserID].	Yes
Unassigned Only	Only tasks without an assignee.	No
Candidate Roles	Only tasks with at least one of these candidate roles: role names or ids, separated by commas.	Yes
Created By	Only tasks this user created: a user id, username or email, or a token.	Yes
Priority	Only tasks of this priority: Low, Normal, High or Urgent.	Yes, as an expression
Overdue Only	Only open tasks that the due-date job has marked overdue.	No
In the Same Checklist as Task	A task id, for example [QueryString:TaskId]: only the tasks a lifecycle state created together with it, the task included. A task that isn't part of a checklist matches no task. See Checklists on Lifecycle States.	Yes
Attached To	Only tasks attached to the record in Record Id, through this List of Tasks property. The list shows each as "{Entity} › {property}".	Yes, as an expression
Record Id	The id of the record the tasks are attached to, for example [QueryString:PurchaseRequestId]. When it's empty, the grid lists no task.	Yes

A user or role that doesn't exist matches no task, rather than every task. The views list the same tasks as the tabs of My Tasks.

Fields

Field	Value
Id	The task id. Use [Id] as the Task Id of the Tasks actions in row buttons.
Title, Description	The task's title and description.
Type, TypeName	The type's key and name.
Status, StatusName	The status key (open, inProgress, completed, cancelled) and its name.
Outcome, OutcomeName	The outcome's key and name, once the task is completed.
Assignee, AssigneeName	The assignee's user id and display name; empty while nobody has the task.
CandidateRoles	The names of the candidate roles, separated by commas.
DelegatedBy, DelegatedByName	Who delegated the task.
DueDate, Overdue	The due date, and true when the task is open and past it.
Priority	Low, Normal, High or Urgent.
CreatedBy, CreatedByName, CreatedDate	Who created the task and when. CreatedByName is "System" for tasks created by a checklist or a workflow running as the system.
CompletedOn, CompletionComment	When the task was completed, and the comment given when it was completed or cancelled.
About	The records the task is about, as "Entity · record name", separated by commas.

These fields say what the current user may do with the task, as true or false, for the show conditions of buttons:

Field	true when the user may
CanClaim	Assign to me.
CanRelease	Unassign.
CanStart	Start.
CanComplete	Complete the task as its assignee.
CanClaimAndComplete	Complete the unassigned task, which assigns it to them first.
CanDelegate	Delegate the task.
CanReassign	Reassign the task.
CanCancel	Cancel the task.
CanChangeDueDate	Change the due date.

And two fields about the task's type: SingleOutcome is true when the type has one outcome, and TypeHasRecordForm is true when it has an attached record form.

Search, Filters and Sorting

• Search matches the task title.
• The grid can filter on Type, Status, Priority and Overdue (Overdue or On time).
• The grid can sort on Id, Title, Type, Status, Assignee, DueDate, Priority, CreatedDate and CompletedOn. Without a sort, the earliest due date comes first and tasks without a due date come last.

Buttons on a Task Grid

A grid on this data source can't add, edit or delete rows: tasks change only through the Tasks actions, which apply the rules and raise the events. To let people work on tasks from your grid, add row buttons that run a Tasks action with [Id] as its Task Id, show them with the permission fields, and refresh the grid afterwards.

My Tasks uses these show conditions:

Button	Action	Show condition
Assign to me	Assign Task to Current User	[CanClaim]
Start	Start Task	[CanStart]
Complete	Complete Task, with Assign to Me If Unassigned checked	([CanComplete] || [CanClaimAndComplete]) && [SingleOutcome] && ![TypeHasRecordForm]
Unassign	Unassign Task	[CanRelease]

The action checks the rules again when it runs, so a button that shows on an old page is still refused when the task changed meanwhile.

Item Data Sources

For dropdowns and other fields with a data source, and for action parameters:

Data source	Lists	Parameters
Task Types	The task types, by key, with their names as text.
Task Relations	The List of Tasks properties of your entities, as "{Entity} › {property}", by relation.
Task Outcomes	The outcomes of a task's type, by key. An outcome that needs a comment says "(needs a comment)". Empty when the current user can't see the task.	Task Id, for example [QueryString:TaskId]. Supports tokens.
Task Delegates	The members of a task's candidate roles other than its assignee, by user id: the people it can be delegated to. Empty when the current user can't see the task.	Task Id. Supports tokens.
Task Views	The views of a task list, as for the View option.

Examples

1. Overdue orders for the Procurement Leads

A page for the Procurement Leads, who are the Task administrators of Purchase order:

Option	Value
View	All tasks of the types I administer
Task Types	purchase-order
Overdue Only	Checked

Add the columns Title, About, DueDate, AssigneeName and Priority. Each lead sees the overdue orders of the types they administer; anyone else who opens the page sees none.

2. The other tasks of a checklist

On a page that shows one task, with its id in [QueryString:TaskId], set In the Same Checklist as Task to [QueryString:TaskId]. The grid lists the tasks the same state created for the same record, such as both checks of a submitted purchase request, as far as the user may see them.

Considerations

• The data source doesn't widen what a person may see. For a list of every task, the person must be a superuser, or a Task administrator of the types listed.
• If the tasks can't be read, the grid says "Tasks could not be loaded. Try again."; administrators also see the reason.
• Without the Concept feature Tasks, the data source lists no tasks and the item data sources are empty.
• For the same options in a workflow, use the Get Tasks action.

Revised 11/12/2026