Tasks¶

Some quality activities aren't documents, deviations, or audits — they're periodic obligations that simply have to happen on a cadence and be evidenced when they do: the monthly audit-trail review, the quarterly user-access review, the annual disaster-recovery test, the management review. No other module owns these, so they used to live in a spreadsheet. The Tasks module tracks them: it defines what recurs, who owns it, and how often, then generates a dated occurrence each period, chases the ones going overdue, and keeps the evidence as a quality record.

You'll use this module as a task owner completing your own recurring obligations, or as an Org Admin setting up the task-type library and the schedules everyone else works from.

How it fits together¶

Three layers build on each other:

• A task type is a named category of recurring activity — "Audit trail review", "User access review". It carries a short code, a description, and a suggested default frequency. QStack ships a built-in GxP library (see below); you keep, edit, retire, or add your own.
• A recurring task is the schedule: a title, its task type, an owner, a frequency, an optional controlling procedure, and a start date. This is what actually recurs.
• A task occurrence is one dated instance of a recurring task — the thing that appears on your board with a due date and a status. Completing one automatically spawns the next.

The task-type library¶

Every tenant starts with a built-in library of common GxP periodic activities, seeded at onboarding. Each carries a sensible default frequency — a suggestion, not a mandate; every schedule picks its own cadence when it's created.

Create a recurring task¶

Anyone signed in can create a schedule. Click New recurring task on the board and fill in:

1. A title — what the activity is.
2. The task type from your active library.
3. An owner — the person responsible. This drives the board's owner filter, the overdue escalation, and the weekly digest.
4. A frequency: Weekly, Monthly, Quarterly, Every 6 months, Annual, or Every 2 years.
5. Optionally, the controlling procedure — the SOP or policy that governs the activity, linked from Quality Documents.
6. A start date — the due date of the first occurrence (defaults to today).

QStack assigns a tenant-unique reference (TASK-0007) and immediately materialises the first occurrence, dated at the start date, so there's something on the board to act on right away.

The Tasks board¶

The board is your list of live occurrences — the default page for the module. Each row shows the reference and title, its type, owner, due date, and status, with quick actions on the right.

Occurrences take one of three statuses:

An occurrence past its due date while not completed shows an Overdue badge and its due date in red. Overdue is a derived flag, not a separate status — completing the occurrence clears it.

Filters (they apply as you change them): by owner, by type, and by status. The status filter defaults to Open — completed occurrences are hidden until you tick Show completed or filter to Completed explicitly, so the board shows what still needs doing. You can sort by due date.

From a row you can Start an occurrence (while it's Not started) or Complete it, without leaving the board.

Upcoming from other systems¶

At the bottom of the board, a read-only panel — "Managed by their own modules — listed here so this is the one place to see what's coming due" — surfaces periodic obligations that other modules already own, with a 60-day horizon:

• Document periodic reviews — effective controlled documents due for their next review, linking into Quality Documents.
• Planned audits — scheduled audits that aren't yet closed, linking into Vendors & Audits.

These are pointers only; the work itself happens in those modules. The panel just gives you one place to see everything periodic in one glance.

Complete and evidence an occurrence¶

Open an occurrence to work it. Two things happen there, and they're independent of each other:

Record that the work was done. While the occurrence is open you can Mark started (optional, when it's Not started) and Mark completed. Completing stamps who did it and when, and schedules the next occurrence — you'll see "…marked completed; the next one is scheduled."

Attach the evidence. The occurrence's Documentation section keeps the proof — "The evidence for this task is kept as a quality record." There are two ways to create it, both producing a Quality Record linked back to the occurrence:

• Open a form record — pick a record type and QStack opens a fillable internal form for you to complete and sign.
• Upload a document record — pick a record type and attach a file (a signed report, a screenshot pack), which is hashed and filed as an external-document record.

Reminders and the weekly digest¶

The dashboard carries a Recurring tasks due tile counting occurrences that are overdue or due soon, linking straight to the board.

Separately, you can opt into a weekly email digest of the recurring tasks you own that fall due within the next 30 days. Turn it on from your Profile page — "Email me a weekly summary of my recurring tasks due in the next 30 days." It's off by default. When on, QStack emails you every Monday morning with a count and the earliest few tasks (reference and due date), linking to the board pre-filtered to you. Like every QStack notification, it carries only a pointer — never the record content itself.

Where to find things¶

What this module doesn't do¶

• It doesn't do the periodic work other modules already own — document reviews and audits live in their own modules and only appear here as read-only reminders.
• It doesn't restrict who can start or complete an occurrence to its owner; ownership drives reminders and filtering, not a lock on the action.
• It doesn't hold the evidence itself — that's a Quality Record, linked back to the occurrence.