---
title: Case tasks
url: https://www.tines.com/docs/cases/tasks/
updated: 2026-05-05T17:25:31+00:00
---

*[tines.com](https://www.tines.com/llms.txt) › [Docs](https://www.tines.com/llms.txt) › [Cases](https://www.tines.com/llm/docs/cases.md)*

# Case tasks

*[View on tines.com](https://www.tines.com/docs/cases/tasks/)*

## Introducing case tasks

Case tasks are a great way to organize and report on requirements within a case. They can be used to represent anything that should be completed when interacting with a case. 

- Create tasks and view a list of tasks from within the case sidebar
- Assign tasks to one or more users within a team or case group
- Mark tasks complete or incomplete
- Filter the list of cases based on open task assignments
- Leverage case notifications to trigger workflows from task activities
- Require tasks be completed as part of case closure requirements.



## Moving from checkboxes to tasks

Historically, checkboxes within a case's description was categorized as a to-do or task. These checkboxes and their state would be tallied to determine how many tasks were complete.

The aforementioned checkboxes and case tasks do not have a relationship. You can can continue to use checkboxes to represent a to-do, but they won't be reportable, filterable, or centrally managed like case tasks.

> **TIP:** We recommend updating your templates and stories to leverage case tasks instead of checkboxes. Doing so offers enhancements such as reporting, notifications, and centralized management.

## Working with tasks

[](https://demo.arcade.software/WN9PxSigTyYhzytOs9Ho?embed&embed_mobile=tab&embed_desktop=inline&show_copy_link=true)

### Adding a task

You can add up to 50 tasks per case. Task titles are simple text and do not support Markdown formatting.

![](https://www.datocms-assets.com/55802/1759158726-tasks-add-new-ui.png)

- **In an existing case, **click the tasks button on the cases toolbar, then the "add task" button.
- **When creating a case from scratch. **add tasks before the case is assigned.
- **Within a case template,** you can define a set of tasks that will appear in each case created from the template.
- **Through story automation,** use the create case story action with a template, or the [Tines tasks API](https://tines.com/api/cases/tasks/create) to interact with tasks programatically.

### Updating a task

Once a task is added to a case, you can update it via the UI or within stories via API.

- **Assign one or more users** to a task. The user(s) must be within the team or case group of the target case. Assignees will reveive a notification and are automatically subscribed to the case.
- **Edit details** to update the name of a task (up to 100 characters).
- **Review timestamps **on the specific task or within the activity feed. This will update when the task was initially created or when a task was marked "completed".

### Completing a task

A task's status can be toggled between "incomplete" and "complete". 

- The task counter shown in the case header represents the number of completed tasks vs. total tasks.
- The task counter in the toolbar shows the total number of tasks on a case.

### Deleting a task

Deleting a task will remove it from the case entirely. Tasks can NOT be restored once deleted.

### Referencing a task

When building a case template, you can refer to a task using the `team_case.tasks` path. This is useful especially for requiring tasks as part of case closure conditions.

## Reporting on tasks

### Case notifications

Interacting with a task will generate a [case notification](https://www.tines.com/docs/case-notifications/). The following activities can occur: `task_created`, `task_updated` when the name is edited, `task_assigned`, `task_unassigned`, `task completed`, and `task_incomplete`.

These activities will also appear in a case's activity timeline.

![](https://www.datocms-assets.com/55802/1759158850-tasks-case-notification.png)

### Number of tasks remaining in a case

The task counter shown in the case header represents the number of completed tasks vs. total tasks.

![](https://www.datocms-assets.com/55802/1759158434-tasks-header.png)

Add the "Tasks" column when filtering cases to see the number of complete tasks vs total in bulk.

![](https://www.datocms-assets.com/55802/1759158629-tasks-columns.png)

### Filtering cases by open tasks

- Use the "My open tasks" filter to quickly find cases where you have work to do.

![]()

## Roles & permissions

#### Default roles

- **Team admin, Editor, and Case manager roles** have all task permissions listed below
- **Viewer role** can only view tasks

#### Custom roles

You can select the following permissions when defining a [custom role](https://www.tines.com/docs/custom-roles/):

<table border="1" style="border-collapse: collapse;"><tbody><tr><td><strong>Permission</strong></td><td><strong>Description</strong></td></tr><tr><td>Assign tasks</td><td>Assign a task to one or more users within the Team or case group</td></tr><tr><td>Complete tasks</td><td>Mark tasks complete/incomplete</td></tr><tr><td>Create tasks</td><td>Add tasks to a case, case template, or 'create case' story action</td></tr><tr><td>Delete tasks</td><td>Delete tasks from a case</td></tr><tr><td>Edit tasks</td><td>Change the name of an existing task</td></tr><tr><td>View tasks</td><td>View tasks within a case</td></tr></tbody></table>

## Additional information

- Find the Tasks API documentation at [tines.com/api/cases/tasks/create](https://www.tines.com/api/cases/tasks/create)