Tasks
Create tasks to collect info from clients and track work that needs to get done on each case. ✅
💡 What are Tasks?
Tasks in Kayse AI have two jobs:
- For clients — Things you need clients to do, like uploading a document or answering questions 📄
- For your team — Work that needs to be done on a case 🛠️
Tasks start as templates. Then you add them to forms and assign those forms to cases. Once a task is on a case, it becomes a "Case Task" that you can track until it's done.
📋 Task Types
Tasks can collect all sorts of info from clients:
✏️ Text Input
| Type | Description | Use Case |
|---|
| Short Text | One line of text | Names, short answers |
| Long Text | A big text box | Descriptions, explanations |
| Rich Text | Formatted text | Detailed stories or reports |
| Type | Description | Use Case |
|---|
| Number | A plain number | Counts, amounts |
| Currency | A money amount | Medical bills, lost wages |
| Percentage | A percentage | Disability rating |
| Phone | A phone number | Contact numbers |
📅 Date Selection
| Type | Description | Use Case |
|---|
| Date | Pick a date | Incident date, birthday |
| Date & Time | Date plus time | Scheduling appointments |
| Time | Time only | Daily schedules |
| Date Range | Start and end dates | Work periods |
✅ Boolean/Toggle
| Type | Description | Use Case |
|---|
| Yes/No | A simple yes or no | Basic questions |
| Checkbox | A checkable box | Agreements, confirmations |
📝 Selection
| Type | Description | Use Case |
|---|
| Dropdown | Pick one from a list | Categories |
| Radio Buttons | Pick one (all options visible) | A few choices |
| Multi-Select | Pick more than one | Multiple items that apply |
| Checkboxes | Check multiple boxes | Lists of symptoms, injuries |
📎 File Upload
| Type | Description | Use Case |
|---|
| Single File | Upload one file | ID card, one document |
| Multiple Files | Upload several files | Medical records, photos |
| Image | Upload a picture | Injury photos, accident scene |
| Document | Upload a document | PDFs, contracts |
✍️ Signature
| Type | Description | Use Case |
|---|
| Signature | Full signature | Contracts, agreements |
| Initials | Just initials | Quick acknowledgments |
| Type | Description | Use Case |
|---|
| Email | Email address (checked for format) | Contact email |
| Phone | Phone number (formatted) | Contact phone |
| Address | Full address | Physical address |
🛠️ Creating Task Templates
Task templates are reusable — you make them once and add them to any form:
- Go to Settings → Tasks
- Click Create Task
- Type a name (like "Upload ID")
- Add instructions explaining what you need
- Pick the task type (text, file upload, etc.)
- Set up any extra options
- Choose if it's required or optional
- Click Save
TIP
Use clear, specific names. Instead of "Upload Document," try "Upload Driver's License (Front and Back)." That way clients know exactly what to do! 🎯
⚙️ Task Configuration
Basic Settings
| Setting | Description |
|---|
| Name | The title the client sees |
| Description | Instructions that explain what's needed |
| Type | What kind of input you want |
| Required | Whether the client has to complete it |
📏 Validation Rules
| Rule | Applies To | Description |
|---|
| Min Length | Text | Fewest characters allowed |
| Max Length | Text | Most characters allowed |
| Min Value | Number | Smallest number allowed |
| Max Value | Number | Biggest number allowed |
| Pattern | Text | A pattern the text must match |
| Email Format | Email | Must be a valid email |
| Phone Format | Phone | Must be a valid phone number |
📎 File Upload Settings
| Setting | Description |
|---|
| Allowed Types | Which file types are okay (like pdf, jpg, png, zip, or tar.gz) |
| Max File Size | How big each file can be |
| Max Files | How many files can be uploaded |
| Require Preview | Show a preview before uploading |
📋 Dropdown/Selection Settings
| Setting | Description |
|---|
| Options | The list of choices |
| Default Value | Which option is pre-selected |
| Allow Other | Let people type their own answer |
| Alphabetize | Sort choices from A to Z |
🖥️ Display Settings
| Setting | Description |
|---|
| Placeholder | Hint text that shows in an empty field |
| Default Value | A value that's already filled in |
| Help Text | Extra instructions below the field |
| Read Only | The client can see it but can't change it |
| Hidden | Not visible to the client at all |