Overview
The task management tool enables your workers to break down complex requests into organized, trackable tasks. This tool is essential for multi-step workflows where your worker needs to maintain awareness of progress, sequence actions, and coordinate between different phases of work.How Task Management Works
The task management tool allows your worker to:- Create structured task lists for complex workflows
- Track progress through multi-step processes
- Maintain context about what’s been completed and what’s remaining
- Coordinate sequential actions in the correct order
- Visualize workflow progress in real-time
Think of the task management tool as giving your worker the ability to create and follow a checklist, ensuring nothing gets missed in complex workflows.
Enabling the Task Management Tool
1
Select Your Worker
Navigate to the worker you want to configure and click on the Tools tab.
2
Find Task Management
Scroll through the available tools to locate Task Management.
3
Enable the Tool
Check the box next to Task Management to activate it for this worker.
4
Review Capabilities
The task management tool includes five core capabilities:
- View tasks: See all current tasks
- Create tasks: Add new tasks to the list
- Update tasks: Modify existing tasks and mark progress
- Delete tasks: Remove completed or unnecessary tasks
- Clear all: Reset the entire task list
All five capabilities are typically enabled by default. You can customize which capabilities to enable based on your workflow needs.
Using Task Management in Workflows
Once enabled, your worker can automatically create and manage tasks during conversations.Creating a Task List
1
Start a Chat
Open a conversation with your worker that has task management enabled.
2
Request Task Creation
Ask your worker to create a task list for a complex process. For example:
3
Watch Task Generation
Your worker will:
- Understand your request
- Break down the process into logical steps
- Create tasks in the task panel on the right side
- Display the structured task list
4
Review Task Structure
Tasks appear in the right sidebar, organized by category and sequence. For example, a VSL creation workflow might include:
- Research and Planning
- Script Development
- Visual Planning
- Production
- Post-Production
- Landing Page Setup
Example Task List Output
When you ask a worker to create a task list for creating VSLs, you might see:Research and Planning
Research and Planning
- Define target audience and pain points
- Research competitor VSLs
- Identify unique value proposition
- Gather supporting data and testimonials
Script Development
Script Development
- Write attention-grabbing hook
- Develop problem agitation section
- Create solution presentation
- Write call-to-action
- Review and refine script
Visual Planning
Visual Planning
- Storyboard key scenes
- Select visual style and tone
- Plan graphics and animations
- Choose music and sound effects
Production
Production
- Record video footage
- Create graphics and animations
- Record voiceover
- Compile B-roll footage
Post-Production
Post-Production
- Edit video sequence
- Add graphics and transitions
- Mix audio and music
- Color correction and grading
- Final review and exports
Landing Page Setup
Landing Page Setup
- Design landing page layout
- Write compelling copy
- Embed video player
- Set up conversion tracking
- A/B testing preparation
Executing Sequential Tasks
After creating a task list, you can guide your worker through each step:Use Cases for Task Management
Content Creation Workflows
Blog Post Production
Tasks Include:
- Topic research and keyword analysis
- Outline creation
- First draft writing
- SEO optimization
- Image sourcing and editing
- Final review and publishing
Project Planning
Campaign Launch
Tasks Include:
- Strategy development
- Creative asset creation
- Channel setup and configuration
- Testing and QA
- Launch execution
- Monitoring and optimization
Research Projects
Market Analysis
Tasks Include:
- Define research questions
- Identify data sources
- Collect and organize data
- Analyze findings
- Create visualizations
- Write executive summary
Document Development
Proposal Creation
Tasks Include:
- Gather requirements
- Research and data collection
- Draft executive summary
- Write detailed sections
- Create supporting materials
- Final review and formatting
Advanced Task Management Features
Task Updates and Progress Tracking
Your worker can update tasks as work progresses:Dynamic Task Adjustment
Tasks can be modified during execution:Task Dependencies
Create workflows where certain tasks must be completed before others:Best Practices
Start with Planning
Always begin complex workflows by asking your worker to create a comprehensive task list before execution.
Break Down Complex Work
Use task management for any workflow with more than 3-4 major steps to maintain organization.
Review Before Execution
Check the generated task list to ensure it covers all necessary steps before proceeding with work.
Track Progress Explicitly
Regularly ask your worker to update task status to maintain accurate progress tracking.
Use Clear Task Names
Ensure tasks have descriptive names that make their purpose immediately clear.
Combine with Knowledge
Use task management alongside your knowledge base for SOP-driven workflows.
Task Management Commands
View Tasks
Create Tasks
Update Tasks
Delete Tasks
Clear All Tasks
Combining with Other Tools
Task management works exceptionally well when combined with other Utari tools:+ Knowledge Base
Create task lists based on SOPs stored in your knowledge base for consistent execution.
+ Document Creator
Generate progress reports or project documentation from task lists.
+ Web Search
Research each task thoroughly before execution using web search capabilities.
+ Triggers
Automate task creation on a schedule for recurring workflows.
Troubleshooting
Worker not following task sequence
Worker not following task sequence
Try:
- Being more explicit about sequential execution
- Asking the worker to complete one task at a time
- Reviewing the task list before starting work
- Using clearer language like “first,” “then,” “after”
Tasks are too vague or generic
Tasks are too vague or generic
Provide more context:
- Share relevant SOPs or guidelines
- Give examples of desired task granularity
- Request the worker to break down tasks further
- Use knowledge base references for more specific tasks
Can't update or delete tasks
Can't update or delete tasks
Check that:
- Update and delete capabilities are enabled
- You’re using correct task names
- The task exists in the current list
- Try refreshing the conversation if needed
Workflow Examples
Content Marketing Campaign
1
Initialize Task List
2
Review and Refine
Review the generated tasks and request modifications if needed.
3
Execute Sequentially
4
Track Progress
5
Continue Through List
Work through each task, marking completion and moving forward systematically.
Product Launch Preparation
1
Generate Comprehensive List
2
Organize by Phase
Review tasks organized by launch phases.
3
Execute Pre-Launch
4
Monitor Dependencies
Ensure prerequisite tasks are complete before moving to dependent tasks.
5
Document Progress
Summary
You’ve successfully learned how to:Enable and configure the task management tool
Create structured task lists for complex workflows
Track and update task progress during execution
Use task management for various workflow types
Combine task management with other Utari tools
Next Steps
Explore Other Tools
Discover additional tools to enhance your workflows
Knowledge Base Setup
Create SOPs for consistent task generation
Automation with Triggers
Automate recurring task-based workflows
Worker Templates
Save workers with pre-configured task workflows