Overview

Tasks are how compliance and governance work gets done in FutureFund Connect. At the state level, the Tasks page gives you one place to see the work that flows through your state, districts, councils, and units — and to review and approve submissions when it’s your turn.

Most tasks are created automatically by triggers. A trigger is a rule that decides what task gets created, who works on it, and how it moves from one person to the next. Because each trigger has its own setup, the path a task follows is whatever that trigger was set up to do. There is no single fixed path that every task must follow.

You (and anyone in your organization) can also skip triggers entirely and create a Custom Task for one-off work — see Custom Tasks below.

Open Tasks from the navigation bar under your state PTA’s name.

Task statuses

Your Tasks list groups tasks by status with a count on each. Click a status to filter, or All Tasks to see everything. By default the list shows only tasks that still need attention.

• Pending — the task has been created and is waiting to be worked on.
• In Review — the task has been submitted and is waiting for someone to approve or reject it. The status also names who has it, for example “In Review by State PTA.”
• Rejected — the task was sent back. The person who submitted it can make changes and submit again.
• Approved — the task is complete. No further action is needed. (A completed Custom Task reads Completed.)
• Cancelled — the task was a duplicate of another task for the same organization and no longer needs to be completed.

How to manage Tasks

1. Open Tasks from the state navigation.
2. You’ll see the list of tasks. By default it shows the tasks that still need attention.
3. Use the status filters at the top of the list to switch between Pending, In Review, Rejected, Approved, Cancelled, or All Tasks.
4. Click any task to open it. The task page shows its details, who it’s assigned to, the steps in its workflow, and the full activity log.
5. When a task is In Review and it’s your turn, open it and use the Approve or Reject buttons.
6. If you reject a task, add a comment explaining what needs to change. The person who submitted it will see your note and can fix it and resubmit.

How tasks move from one level to the next

When a task is submitted, it follows the route that its trigger was set up with. A route is an ordered list of steps, and each step points to a specific organization and person who needs to act before the task moves on.

This means routing is flexible:

• A task might be completed by a unit and reviewed only by the state.
• Another might pass through a council, then a district, then the state.
• Another might never leave the level where it started.

The exact steps depend entirely on how that trigger was configured. When you open a task, the workflow steps on the task page show you where it is right now and what comes next.

A route step with nobody assigned is skipped, so a task never stalls on a level that has no one to act on it. If a level in the chain keeps being skipped, check that organization’s Team page — the routing step matches on the Role label there.

Custom Tasks are the one exception — they have no route at all. See below.

Creating a task by hand

Most tasks come from triggers, but you can also create one yourself:

1. On the Tasks page, click Create Task.
2. Choose an available template from the Template dropdown, or choose Custom Task to build your own from scratch.
3. Follow the prompts and save.

If you don’t see any templates in the dropdown, it means no manual triggers are available for your organization right now — but Custom Task is always there as an option.

Custom Tasks

A Custom Task is a task you build yourself, with no trigger and no template. It’s a fast way to track a one-off item — a reminder, a follow-up, or anything specific to your state that doesn’t warrant a full trigger.

1. On the Tasks page, click Create Task.
2. Choose Custom Task from the Template dropdown.
3. Fill in a title, a description, a due date, and, if you’d like, an assignee from your team.
4. Save.

Custom Tasks skip approval routing entirely — there’s no reviewer and no next step. Whoever’s handling the task opens it and clicks Mark Complete when the work is done. If it turns out more work is needed, click Reopen to put it back on the list. Anyone following the task gets an email the moment it’s marked complete. You can Edit or Delete a Custom Task any time before it’s completed.

Custom Tasks appear in the Tasks list, My Tasks, and past-due tracking just like trigger-based tasks, and the feature works at every level — state, district, council, and unit.

Tips

• Check the In Review filter regularly. Those are the tasks waiting on you, and a delay at the state level can hold up everyone downstream.
• When rejecting, always leave a clear comment. A short, kind explanation helps volunteers fix the issue quickly the first time.
• Triggers control which tasks get created and how they’re routed. To change a schedule or routing, you’ll work with triggers rather than the Tasks page. See the Triggers article to learn more.
• The Past Due Activities Report is the fastest way to see everything overdue across the state, including which level each item is stalled at.
• For anything that doesn’t need a trigger’s schedule or approval chain, a Custom Task is often the quicker path.