How do I set up the Tasks component to automatically assign work from a form?

Before You Start

Build your questions first. The Tasks component can only point at questions that already exist on your template, so finish building your form before you add it.

Never build directly on a live template. If the template is already being used in the field, make a copy first. Build and test your automations in the copy, then move the finished setup into the active template and delete the copy.

The person you assign to needs a Corfix account. Tasks can only be assigned to people who exist in your Corfix account.

New to the Template Builder? Start with the Template Builder Tutorial Videos before going further.

Overview and Explanation

Most inspections and checklists end the same way: somebody finds a problem, writes it down, and then has to remember to tell somebody else about it. That handoff is where things get lost.

The Tasks component closes that gap. It sits on your template and watches for specific answers. When a worker gives one of those answers, Corfix instantly creates a Task, fills in all the details you decided on ahead of time, and assigns it to the person who needs to act on it. No phone calls, no follow-up email, no waiting until the end of the shift.

Think of it as a rule you write once: "If anyone ever answers this question this way, send this exact work request to this exact person."

Every field that exists on a Task can now be pre-configured right on the component, so the Task that gets created is complete and ready to action the moment it appears. That includes the name, priority, type, description, notes, due date, Resolution Forms, and who it goes to.

What the Tasks Component Can Read

The Tasks component can trigger off the following question types:

1. Checklist
2. Dropdown (Project and Worker dropdowns are not supported)
3. Radio
4. Select Boxes

Two placement rules to keep in mind:

• The Tasks component is not supported inside a Table component.
• If your template uses Data Grids or Edit Grids, you must place a Tasks component inside each grid. One component at the bottom of the template will not cover questions living inside a grid.

How It Works

Step 1: Create your Task Types

Task Types let you sort and report on your tasks later, and the field is required. Corfix gives you Corrective, Preventative, and Task by default, and you can add as many as you want.

1. Select Tasks in the left menu.
2. Click the Task Types button.
3. Create and manage your types on this screen.

For an equipment program, types like Repair, Out of Service, or Mechanical make your reporting far easier to read later. Full details are in How can I create Task Types?

Step 2: Add the Tasks component to your template

1. Open the template you want to automate.
2. Scroll to the bottom of your questions.
3. Drag and drop the Tasks component underneath them. The settings panel opens automatically, and this is where all of your rules live.

Step 3: Build your first rule

Each rule is made up of three sections, shown in Screenshot 1: Trigger, Task Properties, and Assign To. You need one rule per question you want to automate.

Trigger decides when the Task is created:

Task Properties decides what the Task looks like:

Assign To decides who gets it:

Click Save when the rule is complete.

Step 4: Add the rest of your rules

Click + Add Another at the bottom of the panel to build the next rule. Repeat until every question you want automated has a rule of its own.

Step 5: Save, then test before you announce it

Push Save on the template, then fill out the form yourself and trigger each rule on purpose. Confirm the Task appears, the details are right, and it lands with the correct person. Only announce the change to your crews once you have seen it work end to end.

How Your Assignee Is Notified

Notifications are controlled by each person's own preferences, not by the rule you build.

• By default, the assignee gets a push notification on the Corfix mobile app. For field crews and mechanics carrying a phone, this is the fastest route and needs no setup.
• Email notifications are also available for anyone who would rather be alerted that way, or who works primarily from a desk.

Because this is a per-user setting, it is worth confirming with the people you are assigning work to that their preference is set the way they expect. A mechanic who has push notifications turned off will still receive the Task in Corfix, but will not be alerted the moment it is created.

Worked Example: An Equipment Inspection Failure That Fixes Itself

Here is the full loop on a daily forklift inspection, from a failed check to a machine cleared back into production.

1. Set the rule up once. On your Forklift Pre-Use Inspection template, the operator answers a Select Boxes question: Hydraulic system, any leaks or damage? You add a Tasks component and build this rule:

• Component: Hydraulic System
• Trigger Type: Value
• Trigger Value: Fail
• Name: Repair Required: Forklift Hydraulic System
• Priority: High
• Type: Corrective
• Description: A hydraulic fault was reported on pre-use inspection. Unit is tagged out of service. Inspect, repair, and document all work performed before returning the unit to production.
• Notes: Reference the manufacturer service manual for hydraulic torque specs. Do not clear the unit without a completed repair record.
• Resolution Forms: Equipment Repair Record, Return to Service Check
• Due Date Offset (Days): 0
• Assign To: your mechanic

2. The operator finds a leak. They tick Fail on the hydraulic question and submit the inspection. That is the last thing they need to do.

3. The mechanic gets a push notification. Corfix alerts them on the mobile app straight away. The Task is already named, set to High priority, described, and due today. From the Task, the mechanic can open the failed inspection form itself and see exactly what the operator reported.

4. The mechanic accepts and does the work. They move the Task status to Accepted, complete the repair, and add comments as they go.

5. The fix gets documented properly. Because you attached two Resolution Forms, the mechanic cannot close the Task until both are submitted. The Equipment Repair Record captures parts replaced, hours spent, and photos of the repaired system. The Return to Service Check confirms the unit was tested and is safe to operate again.

6. The unit goes back into production with a paper trail. The mechanic marks the Task complete. Corfix has now linked the failed inspection, the Task, the mechanic's comments, and both completed forms into a single Case.

The result: the operator reported once, the mechanic was dispatched without a phone call, and you have a complete, exportable record proving the machine was taken out of service, repaired, documented, and returned. For more on Resolution Forms, see What is a Resolution Form?

Managing Your Tasks

Once tasks start flowing, there are several places to keep an eye on them:

• Tasks page gives you the full list across the company, with name, state, and project. See Where can I find all tasks? and How do I quickly find specific tasks?
• Form Details page shows the Tasks generated by that specific submission, so you can see the problem and the response side by side.
• Projects shows the tasks tied to a given project.
• Cases bundle the form and its Tasks together into one record. Downloading a Case gives you the original form as a PDF, a PDF of the Task or Tasks including comments and data points, and a manifest file explaining how the documents relate. This is what you hand an auditor. See What is a Case?

To action a Task from the Admin, open it, switch the status to Accepted, then repeat to mark it Complete. Full steps are in How do I complete a task?

Full details on where to look are in How do I manage Automated Tasks?

Use Cases and Benefits

1. Equipment repairs. A failed inspection on a forklift, ladder, scaffold, or vehicle dispatches your mechanic instantly, with a repair record required before the unit can be cleared.
2. Corrective actions from site inspections. A hazard identified on a jobsite walk generates a Corrective Task for the responsible supervisor, with a due date already set.
3. Preventative actions. A near miss reported on an incident form triggers a Preventative Task to review the procedure with the crew.
4. Housekeeping and deficiencies. Minor items get logged as low priority Tasks so they are tracked and closed out rather than forgotten.
5. Escalation on serious findings. A high severity answer routes straight to management instead of sitting in a form nobody opens.

Across all of them the benefit is the same: nothing depends on somebody remembering to pass the message along, and you finish with a defensible record that you identified an issue and acted on it.

Troubleshooting