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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.

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How Task Management Works

The task management tool allows your worker to:
  1. Create structured task lists for complex workflows
  2. Track progress through multi-step processes
  3. Maintain context about what’s been completed and what’s remaining
  4. Coordinate sequential actions in the correct order
  5. 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.

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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.

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Using Task Management in Workflows

Once enabled, your worker can automatically create and manage tasks during conversations.

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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:
    Please create a task list on how to create VSLs
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

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Example Task List Output

When you ask a worker to create a task list for creating VSLs, you might see:
  • Define target audience and pain points
  • Research competitor VSLs
  • Identify unique value proposition
  • Gather supporting data and testimonials
  • Write attention-grabbing hook
  • Develop problem agitation section
  • Create solution presentation
  • Write call-to-action
  • Review and refine script
  • Storyboard key scenes
  • Select visual style and tone
  • Plan graphics and animations
  • Choose music and sound effects
  • Record video footage
  • Create graphics and animations
  • Record voiceover
  • Compile B-roll footage
  • Edit video sequence
  • Add graphics and transitions
  • Mix audio and music
  • Color correction and grading
  • Final review and exports
  • Design landing page layout
  • Write compelling copy
  • Embed video player
  • Set up conversion tracking
  • A/B testing preparation

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Executing Sequential Tasks

After creating a task list, you can guide your worker through each step: 
Now go through research and planning. After you're done, move to script development.

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Use Cases for Task Management

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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

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Project Planning

Campaign Launch

Tasks Include:
  • Strategy development
  • Creative asset creation
  • Channel setup and configuration
  • Testing and QA
  • Launch execution
  • Monitoring and optimization

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Research Projects

Market Analysis

Tasks Include:
  • Define research questions
  • Identify data sources
  • Collect and organize data
  • Analyze findings
  • Create visualizations
  • Write executive summary

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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

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Advanced Task Management Features

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Task Updates and Progress Tracking

Your worker can update tasks as work progresses: 
Update the task "Research and Planning" to completed, and mark "Script Development" as in progress.

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Dynamic Task Adjustment

Tasks can be modified during execution: 
Add a new task for "Competitor Analysis" under Research and Planning.

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Task Dependencies

Create workflows where certain tasks must be completed before others: 
Don't start Production tasks until all Script Development tasks are complete.

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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.

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Task Management Commands

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View Tasks

Show me the current task list.
What tasks are remaining?
Display all tasks and their status.

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Create Tasks

Create a task list for [project/workflow].
Add a new task for [specific action].
Break down [complex process] into tasks.

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Update Tasks

Mark [task name] as complete.
Update the status of [task] to in progress.
Change [task name] to [new description].

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Delete Tasks

Remove the [task name] from the list.
Delete all completed tasks.
Clear the task for [specific item].

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Clear All Tasks

Clear all tasks and start fresh.
Reset the task list.
Remove all tasks from the current list.

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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.

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Troubleshooting

Verify that:
  • Task management tool is enabled for the worker
  • All task management capabilities are checked
  • You’ve explicitly asked the worker to create tasks
  • Your browser sidebar is visible and not collapsed
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”
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
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

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Workflow Examples

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Content Marketing Campaign

1

Initialize Task List

    Create a task list for launching a content marketing campaign for our new product.
2

Review and Refine

Review the generated tasks and request modifications if needed.
3

Execute Sequentially

    Start with the first task: audience research. Use web search to gather data.
4

Track Progress

    Mark audience research as complete. What's the next task?
5

Continue Through List

Work through each task, marking completion and moving forward systematically.

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Product Launch Preparation

1

Generate Comprehensive List

    Create a detailed task list for preparing a SaaS product launch, including pre-launch, launch day, and post-launch activities.
2

Organize by Phase

Review tasks organized by launch phases.
3

Execute Pre-Launch

    Complete all pre-launch tasks, starting with market research.
4

Monitor Dependencies

Ensure prerequisite tasks are complete before moving to dependent tasks.
5

Document Progress

    Create a progress report showing completed tasks and remaining work.

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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
The task management tool transforms your workers into organized project managers that can break down complex work, maintain progress awareness, and ensure nothing falls through the cracks in multi-step workflows.

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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