Tasks let you assign forms to one or more users so they complete them on a specific date, at a specific time and, if applicable, at a specific place.
You can assign a task to specific users or to user groups, and you can set it to repeat automatically.
💡 Which option do I need?
If you need to... | Use... |
Assign a one-time task to one or more people | New Task |
Have a task repeat (daily, weekly, monthly, yearly, or custom) | Task frequency, within Date and frequency |
Create many tasks at once from an Excel file | Bulk import |
Have only one person in the group respond for everyone | Participation > Only one response per group |
Give more time or a new date to a task | Edit the task from the Actions column |
Know how many tasks are completed, pending, or overdue | Status cards in Task Assignments |
Take your tasks to a spreadsheet | Export or Google Sheets |
📌 How do I create a task?
Log in to the DataScope Web Platform.
Go to Task Assignments.
Select New Task.
Complete the form's four sections: Task information, Date and frequency, Participation, and Reminders.
Select Create.
The Create button is enabled once you complete the required fields, which are marked with an asterisk (*).
👥 Task information
Users (required): select Add users and choose who you want to assign the task to. You can select:
Users: one or more specific users.
User groups: one or more previously created groups. If you're going to assign the task to a group, also see: How do I assign a task to a user group?
Forms (required): select Select forms and choose one or more forms the user will need to complete as part of the task.
Place: optionally, you can select the Place where the task needs to be done.
Asset: you can also link an Asset from your account to the task. By default, it shows No asset. When the user opens the form from the task, the questions that use the assets list will be filled in automatically with the information of the assigned asset, both in the app and on the web.
Description: you can add a description to give the user additional information about the activity. This description will be available before they start answering the form. See: How can I view the description and checklist of an assigned task?
Tasks to perform: you can add additional activities through a checklist. These activities are independent of the form. To add another activity, select Add task or press Enter.
For example:
Bring samples from the client's facilities.
Check tools before starting.
Deliver documentation to the supervisor.
📅 Date and frequency
In this section, you define when the task is done, how long it will be available, and whether it repeats.
Start date (required): the day and time the task starts. Both are selected in the same field.
Task duration in hours (required): the time frame available to complete it.
Allow responses after the deadline: a checkbox that defines whether the user can respond once the time frame has passed.
Task frequency
By default, the task is done Only once. If you need it to repeat, DataScope can generate the tasks automatically on their dates, like recurring calendar events. You define the frequency just once.
In the Task frequency menu, you can choose:
Only once.
Daily.
Weekly: you choose the days of the week.
Monthly: you choose the day of the month.
Yearly.
Custom: under Repeat every, you define a number and a unit of time (days, weeks, months, or years).
Under End, you define when the repetition ends:
Never.
Date: the repetition ends on the date you select.
After: the repetition ends after the number of repetitions you indicate.
Before saving, a box shows you a summary, for example "A task will be generated every 1 day from 12:00 to 16:00," and the upcoming tasks that will be generated, with their dates.
📌 Important: it used to be possible to select several calendar days to repeat a task. Now, repetition is set up with the frequency.
Schedule task delivery
Define how far in advance the user will receive the task. You can choose from:
Send now
Task start
1 day before
3 days before
1 week before
15 days before
1 month before
The available options depend on the task's start date: you can't choose an option whose sending date would already have passed. For example, if the task is for the same day, you can't select days in advance.
📌 Important: a task that repeats can't be sent all at once with Send now. In that case, the option appears disabled, and you must choose how many days in advance each task is sent. For more details, see: Scheduling assigned tasks
👤 Participation
Mandatory: (All users or groups must respond to the task): these tasks must be answered and completed by all users within the established time frame. There's no option to reject the task, so each user is required to meet the requirements before the deadline.
Voluntary: (All users or groups can accept/reject the task): these tasks let users choose whether to accept or reject them. When receiving a voluntary task, users can decide whether they want to commit to completing it. If they accept the task, they must complete it within the indicated time frame. If they reject it, they have no obligation to do it.
Only one response per group: (Available only for tasks assigned to groups): the first person in the group to accept the task will be the one to complete it on the group's behalf. Once the response is submitted, the task will be marked as completed for all members of the group.
🔔 Reminders
Reminders are sent automatically based on the task's due date. You can choose how long before the due date you want the user to receive a reminder:
15 min
30 min
1 hour
1 day
3 days
1 week
You can select more than one option. Then you choose the notification channel:
App notification.
Email.
You can turn on one or both channels. The reminder can include information such as the task's date, time, and place.
📅 Calendar invitation
The email for assigning a task automatically includes a calendar invitation in .ics format. Depending on the email client used:
Gmail: it may show the event directly in the email.
Outlook: it may include the calendar file as an attachment.
The event includes the form's name, the start date and time, and the task's estimated duration.
⏰ What happens when a task's deadline passes?
This depends on the Allow responses after the deadline checkbox:
If it's not turned on: when the task passes its deadline, it changes to Incomplete status, and the user can no longer respond to it.
If it's turned on: the user can respond even after the configured date and duration have passed.
If you need to give more time to an overdue task, edit the task and change its date or time. See: How do I reassign a task?
✏️ Editing or deleting tasks with frequency
This section only applies to tasks you created with a frequency other than Only once. This choice doesn't appear for one-time tasks.
How do I recognize them in the list?
In Task Assignments, these tasks show a repeat icon next to the form's name. When you hover over the icon, a box tells you how often the task is generated and what the upcoming dates are. For example: "A task will be generated every 1 day from 12:00 to 16:00." If you defined an end date, the box shows it, for example "Until Oct 15, 2026."
Each generated task appears in the list with its own ID and its own status, for example Scheduled.
What happens when I delete or edit?
When you delete a task with frequency, DataScope asks Which tasks do you want to delete? and you choose between:
Only this task (selected by default).
This and the following tasks.
Then you confirm with Delete or cancel with Cancel. When you edit a task with frequency, you also choose whether the change applies to that task or to that task and the following ones.
Keep in mind that:
Tasks that have already been answered or have already passed are not modified or deleted.
Deleting This and the following tasks stops the series: no new tasks are created.
📥 Importing several tasks in bulk
If you need to create a large number of tasks, you can import them from an Excel file.
In Task Assignments, select the upload file icon and then Import now.
Download the template with Download example, and complete the fields marked with an asterisk (*).
Upload your file by dragging it or browsing for it on your computer. It may take a few minutes to process.
The import panel shows the file requirements. Among the main ones:
Avoid repeated values in the ID column.
Complete the Form Name column.
If it's an individual task, complete User Email.
If it's a group task, complete Group name and Assignment type.
Complete the Start Date/Time and Hour margin columns.
If the task repeats, you can complete the frequency columns, which are optional.
In a task that repeats, if you leave the Schedule delivery (days before) column empty, the task is imported with Task start.
For details on each column, see: How do I import tasks in bulk?
Import history
Every time you import tasks, DataScope generates a detailed log with the result of each row in the file. To see it, select the upload file icon and then View history.
There you can identify which tasks were created successfully, which were updated, and which failed, with the reason for the error in each case.
For rows with errors, the history shows the Fix and retry option, which lets you edit that row's data and submit it again without repeating the entire import.
Examples of common errors:
ID in use (task in progress or completed): the task ID already belongs to an active or finished task and can't be reused.
Changes detected: the row updated an existing task. The log indicates how many fields changed.
📊 Exporting tasks and connecting them with Google Sheets
Export
The Export button downloads an Excel (.xlsx) file with the tasks whose execution date falls within the date range applied in the Date filter. Before exporting, you can change the file's name.
Google Sheets
The Google Sheets button lets you connect your assigned tasks with a Google spreadsheet. To ensure a proper, private, and secure integration, share your document with editor permissions only with datascope-sheets@datascope-io.iam.gserviceaccount.com. You can copy this address from the integration screen.
🔎 How do I monitor assigned tasks?
From Task Assignments, you can check the status of all tasks.
Status summary
At the top, you'll see cards with the number of tasks in each status:
Scheduled: the task was created and set for a future date.
Assigned: the task was already sent to the responsible user.
Accepted: exclusive to voluntary tasks. It happens when the user accepts the task.
Completed: the task is marked as completed when the user answers the assigned form.
Incomplete: the task passed the time allowed for completion and can no longer be submitted.
Rejected: exclusive to voluntary tasks. It happens when the user rejects the task.
Search and filters
You can use the search bar to find tasks by form name, and combine these filters:
Date: the task's execution range.
Place
Form
Status
Users
Task ID
Assets
Origin: Individual (tasks assigned to users), Planning (tasks generated from a planning), or Group (tasks assigned to groups).
By default, Task Assignments shows a 15-day range. If you can't find a task, first check the Date filter's range and widen it if needed.
What the table shows
The table includes the task's ID, the assigned users and groups, the form, the place, the start date with its duration, the status, and how many users have responded (for example, 1/1 responded). In the Actions column, you can edit the task.
Timeline
Next to Tasks, you'll find the Timeline tab, a calendar to graphically track the tasks assigned per user.
Double-click a task to open its details. From the preview icon, you get to the user's response, and under History you see the date and time it was assigned.
With Shift and the mouse wheel, you scroll from left to right.
With Alt and the mouse wheel, you zoom in or out on the timeline.
✅ How do I complete a task?
Users can complete assigned tasks from the DataScope app and also from the Web Platform.
For the step-by-step in the app, see: How do I complete a task in DataScope?
In the app, the Assigned tasks search finds tasks by form name, place name, description, or task ID. The ID must be typed in full. The search is not case-sensitive or accent-sensitive and works with and without a connection.
❓ Frequently asked questions
How do I assign a recurring task? When creating the task, under Date and frequency, choose the Task frequency (daily, weekly, monthly, yearly, or custom) and when the repetition ends.
Can I send a task that repeats right away? No. For tasks that repeat, you must choose how many days in advance each one is sent.
What happens to already-answered tasks if I edit or delete a series? They are not modified. Changes only apply to tasks that haven't been done yet and haven't passed.
I can't see a task in Task Assignments, why? By default, the list shows a 15-day range. Widen the Date filter's range and check that you don't have other filters applied, such as Status, Users, or Origin.
How do I stop a task that repeats? Delete the task by choosing This and the following tasks. The series stops and no new tasks are created.
The user can't respond to an overdue task, what do I do? Edit the task and change the date or time, or turn on the Allow responses after the deadline checkbox when creating new tasks.