Custom tasks are the "to-do" list for your individual SaaS subscriptions. They live directly on the subscription's page, providing a clear audit trail of who did what and when. They help you manage tool subscription activities and ensures accountability across departments like IT and finance.

This feature is useful for:

• Reminding yourself of future tasks, such as evaluating usage or exploring alternatives.
• Collaborating with other teams, like assigning tasks to the IT security team for compliance reviews.
• Assigning tasks to finance, such as budget reviews before a renewal.

Create a New Task for a Subscription

To add a task to a specific tool:

1. Go to Inventory > Suppliers & Products > Subscriptions and select the desired subscription.

2. Click the Activities tab.

3. Click the "New Task" button.

4. Define the Task: Enter a descriptive title and detailed instructions.

5. Assign & Date: Select an assignee from the dropdown and set a clear due date.

6. Click Create Task.

Edit an existing task

If priorities change or a deadline needs to be extended:

1. Navigate to the Activities tab of the relevant subscription.

2. Locate the task and click the Pencil Icon.

3. Make your adjustments to the title, description, or due date.

4. Click Save Changes.

Completing a Task

Marking a task as complete doesn't just clear it from the list—it documents the outcome for future audits.

1. Go to the Activities tab and find your task.

2. Click the Radio Button to the left of the task title.

3. Add Completion Details: Enter a summary of the outcome and upload any relevant files.

4. Click Save Changes.

Once completed, the task will appear crossed out. You can click on it at any time to view the history and associated documents.

Frequently Asked Questions

Q: I cannot find the assignee in the drop-down menu. What should I do?

A: To be assigned a task, a person must be an Active Sastrify User. If they are missing, ensure they have been invited and have accepted their account setup under Settings > User Management.

Q: Can I assign more than one person to a task?

A: No, you can only assign a task to one person.

Q: Can I automate the creation of a recurring or routine task? 

A: Yes. If you find yourself creating the same custom task for every tool (like "Review Security"), you should use Task Automation instead. This will automatically trigger the task whenever a new tool is added or a renewal approaches. Please read this article for details.