Task Management

<� Enable Agent Task Management

Task Management allows your agent to create, track, update, and organize tasks during conversations. This transforms your agent from a simple chatbot into a proactive task coordinator that can:

• Create Tasks - Generate action items and to-dos from conversations

• Track Progress - Monitor task status and completion

• Organize Work - Set priorities, add details, and create subtask hierarchies

• Maintain Context - Link tasks to conversation threads for full context

• Delegate Work - Create tasks for teams or individuals to act on

When to Enable Task Management

Perfect Use Cases:

• Support Agents - Create follow-up tickets and track issue resolution

• Sales Assistants - Track action items from discovery calls

• Project Coordinators - Organize work items and deliverables

• Personal Assistants - Maintain to-do lists and reminders

• Research Agents - Break down complex research into trackable tasks

Skip Task Management When:

• Agent is purely informational (Q&A only)

• No follow-up actions are needed

• Tasks are managed in external systems only

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=' How to Configure Task Management

Step 1: Enable Task Management

In the Visual Agent Builder, navigate to Tab 10: Task Management and toggle the feature ON.

Once enabled, your agent automatically gains access to 5 powerful task management tools.

Step 2: Tools Automatically Available

When you enable task management, your agent receives these tools:

Tool	Purpose	When Agent Uses It
Create Task	Create a single new task	User mentions an action item or follow-up needed
Create Multiple Tasks	Create several tasks at once	Breaking down a complex request into multiple action items
Update Task	Modify task details, status, or priority	User provides updates or changes requirements
Get Task	Retrieve details about a specific task	User asks about a task by ID or reference
List Tasks	View all tasks, optionally filtered by status	User wants to see their tasks or check progress

All tools execute automatically during conversations - no additional configuration needed.

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=� Task Properties Explained

Core Task Fields

Every task created by your agent includes these properties:

Property	Type	Description	Required
Title	Text	Short, descriptive name for the task	 Yes
Description	Text	Detailed explanation of what needs to be done	 Yes
Priority	Enum	Importance level: low, medium, high	No (default: medium)
Status	Enum	Current state (see statuses below)	No (default: pending)
Details	Text	Additional context, notes, or instructions	No
Result	Text	Outcome or completion notes (filled when done)	No
Parent ID	String	ID of parent task (for creating subtasks)	No

Task Status Values

Tasks can be in one of six statuses:

Status	Meaning	When to Use
pending	Not yet started	Default for new tasks
in_progress	Currently being worked on	Someone is actively working on it
completed	Finished successfully	Task is done
cancelled	No longer needed	Task was abandoned or became irrelevant
blocked	Waiting on dependencies	Can't proceed until something else is resolved
deferred	Postponed to later	Not a priority right now

Priority Levels

Priority	When to Use	Example
low	Non-urgent, nice-to-have tasks	"Update documentation for new feature"
medium	Standard importance (default)	"Respond to customer inquiry about pricing"
high	Urgent, critical tasks	"Fix production bug affecting checkout"

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=� How Agents Use Task Management

Automatic Task Creation

Your agent will automatically create tasks when it detects action items in the conversation.

Example Conversation:

User: "I need to follow up with John about the proposal and schedule
a demo for next week. Also, remember to send him the pricing sheet."

Agent: "I've created 3 tasks for you:

1. **Follow up with John about proposal** (High priority)
2. **Schedule demo for next week** (Medium priority)
3. **Send pricing sheet to John** (Medium priority)

All tasks are now tracked and linked to this conversation.
Would you like me to add any additional details?"

Creating Subtasks (Task Hierarchies)

Agents can break down complex tasks into subtasks using the parent_task_id parameter.

Example:

User: "I need to launch the new marketing campaign."

Agent: "I've broken this down into a main task with subtasks:

**Main Task: Launch Marketing Campaign**
  � Subtask 1: Design campaign assets (High priority)
  � Subtask 2: Write copy for ads (High priority)
  � Subtask 3: Set up email sequences (Medium priority)
  � Subtask 4: Configure tracking pixels (Low priority)

All subtasks are linked to the main campaign launch task."

Updating Task Status

Users can ask the agent to update tasks:

User: "Mark the proposal follow-up task as completed."

Agent: "Done! I've updated the task status to 'completed'.
The task 'Follow up with John about proposal' is now marked as finished."

Listing and Filtering Tasks

Agents can retrieve tasks with optional status filtering:

User: "Show me all my pending tasks."

Agent: "Here are your 5 pending tasks:

1. **Schedule demo for next week** (Medium priority)
   Created: 2 hours ago

2. **Send pricing sheet to John** (Medium priority)
   Created: 2 hours ago

3. **Review Q3 budget** (High priority)
   Created: Yesterday

4. **Update website content** (Low priority)
   Created: 3 days ago

5. **Call supplier about shipment** (High priority)
   Created: 4 days ago

Would you like me to provide more details on any of these?"

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<� Use Case Examples

1. Customer Support Agent

Configuration:

• Task Management: Enabled

• Agent creates tickets for follow-up issues

• Tasks automatically include conversation context

Example Conversation:

User: "My order #12345 arrived damaged. I need a replacement."

Agent: "I'm sorry to hear about the damaged order. I've created a
support ticket for you:

**Task: Process replacement for damaged order #12345**
- Priority: High
- Status: Pending
- Details: Customer received damaged item, requires replacement shipment
- Linked to: This conversation thread

Our team will process this within 24 hours. You'll receive tracking
info via email. Is there anything else I can help with?"

2. Sales Assistant

Configuration:

• Task Management: Enabled

• Captures action items from discovery calls

• Creates follow-up tasks with deadlines

Example Conversation:

User: "Great call with Acme Corp! They want a demo of the enterprise
features next Tuesday. Need to send them case studies before that."

Agent: "Excellent! I've captured these action items:

1. **Schedule enterprise demo for Acme Corp** (High priority)
   - Date: Next Tuesday
   - Details: Focus on enterprise features
   - Status: Pending

2. **Send case studies to Acme Corp** (High priority)
   - Deadline: Before Tuesday's demo
   - Status: Pending

Both tasks are tracked and ready. Would you like me to draft the
case study email?"

3. Research Assistant

Configuration:

• Task Management: Enabled

• Breaks down research projects into subtasks

• Tracks research phases and findings

Example Conversation:

User: "I need to research AI trends in healthcare for a report."

Agent: "I've created a structured research plan:

**Main Task: Research AI trends in healthcare**

**Subtasks:**
1. **Literature review of recent AI healthcare papers** (High priority)
   - Status: Pending

2. **Identify top 10 AI use cases in hospitals** (High priority)
   - Status: Pending

3. **Analyze market size and growth projections** (Medium priority)
   - Status: Pending

4. **Compile case studies from leading institutions** (Medium priority)
   - Status: Pending

5. **Write summary report with findings** (Medium priority)
   - Status: Pending

I'll help you complete each phase. Shall we start with the
literature review?"

4. Project Management Assistant

Configuration:

• Task Management: Enabled

• Organizes team workloads

• Tracks project milestones

Example Conversation:

User: "We need to launch the mobile app update by end of month.
Bug fixes are high priority, design polish can wait."

Agent: "I've organized the launch plan:

**High Priority Tasks (Must complete):**
1. **Fix critical bugs in checkout flow** (High priority)
2. **Test payment integration on iOS** (High priority)
3. **Finalize app store screenshots** (High priority)

**Medium Priority Tasks:**
4. **Update onboarding tutorial** (Medium priority)
5. **Add dark mode support** (Medium priority)

**Low Priority Tasks (Can defer):**
6. **Polish animation transitions** (Low priority)
7. **Add new icon pack** (Low priority)

All tasks are linked to the 'Mobile App Launch' project.
Current status: 7 tasks pending."

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� Advanced Configuration Tips

Tip 1: Guide Task Creation in System Prompt

Add instructions to your agent's system prompt to control how tasks are created:

System Prompt Example:

"When creating tasks:
- Always set priority based on urgency (use 'high' for same-day needs)
- Include specific details like names, dates, and reference numbers
- Break complex requests into multiple smaller tasks
- Use descriptive titles (not generic like 'Follow up')
- Link related tasks by mentioning parent task IDs"

Tip 2: Combine with Workflow Tools

Task management works great alongside workflow tools:

Example: Support agent creates a task AND triggers a workflow
1. Agent detects urgent issue
2. Creates high-priority task for tracking
3. Executes "Send Alert to Team" workflow
4. Updates task with workflow result

Tip 3: Use Structured Output for Task Reports

Enable structured output to return tasks in a specific format:

{
  "tasks": [
    {
      "id": "task_abc123",
      "title": "Follow up with customer",
      "priority": "high",
      "status": "pending",
      "created_at": "2025-11-28T10:30:00Z"
    }
  ],
  "total_pending": 5,
  "total_completed": 12
}

Tip 4: Filter Tasks by Status

In your system prompt, you can instruct the agent to regularly check task status:

"At the start of each conversation, check for any 'blocked' or
'in_progress' tasks and ask the user if they need updates."

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=

Task Management in Action

What Happens Behind the Scenes

When task management is enabled:

1. Agent Receives Tools - 5 task management functions are added to the agent's available tools

2. Agent Detects Intent - During conversation, the agent recognizes when tasks should be created

3. Tool Execution - Agent calls the appropriate task tool (create, update, list, etc.)

4. Database Storage - Tasks are saved to your project's database

5. Thread Linking - Tasks are automatically linked to the conversation thread

6. Response to User - Agent confirms task creation and provides task details

Task Storage and Persistence

• Workspace Scoped - Tasks belong to your workspace

• Project Scoped - Tasks are filtered by project (agent only sees its own project's tasks)

• Thread Linked - Tasks maintain a reference to the conversation where they were created

• Persistent - Tasks remain even after conversations end

• Retrievable - Tasks can be listed, filtered, and searched later

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=� Task Management Best Practices

 Do's

• Enable for action-oriented agents - Support, sales, project management

• Set clear priority guidelines in system prompt

• Use descriptive task titles - "Send pricing to Acme Corp" not "Follow up"

• Include context in details - Reference numbers, dates, names

• Update status regularly - Keep tasks current

• Create subtasks for complex work - Break down big projects

L Don'ts

• Don't enable for pure Q&A agents - Unnecessary overhead

• Don't create duplicate tasks - Check existing tasks first

• Don't use vague titles - "Task 1", "Follow up" are not helpful

• Don't forget to update status - Stale tasks lose value

• Don't create too many tasks - Keep it manageable (quality over quantity)

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=� Quick Start Checklist

Ready to enable task management? Follow these steps:

• Navigate to Visual Agent Builder � Tab 10: Task Management

• Toggle task management ON

• Add task creation guidelines to your System Prompt (Tab 1)

• Test by asking agent to create a sample task

• Verify task appears in task list

• Test updating task status

• Test listing tasks with status filter

• Test creating subtasks (if needed)

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= Related Documentation

Agent Configuration

• Visual Agent Builder Guide - Complete 11-tab configuration walkthrough

• Sub-Agents (Delegation) - Delegate tasks to specialized agents

• Workflow Tools - Trigger workflows during conversations

Enterprise & Deployment

• Workforce (Multi-Agent Teams) - Coordinate multiple agents with task handoffs

• Developer API - Access tasks via REST API

Support

• Troubleshooting Guide - Solve common issues

• Community Support - Get help from the community

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=� Quick Reference

Task Management Tools Summary

Tool	Input Required	Output	Auto-Enabled
create_task	title, description, priority, details	Task ID, confirmation	 Yes
create_tasks	List of tasks, optional parent_task_id	List of created task IDs	 Yes
update_task	task_id, updates (title/status/priority/etc.)	Success confirmation	 Yes
get_task	task_id	Full task details	 Yes
list_tasks	Optional status filter	List of tasks	 Yes

Task Status Lifecycle

pending � in_progress � completed
   �           �
blocked    cancelled
   �
deferred

Priority Decision Matrix

Timeframe	Priority
Immediate (today)	High
This week	Medium
Later / Nice-to-have	Low

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Ready to enable task management for your agent? Open your agent in the Visual Agent Builder and navigate to Tab 10 to get started.