Summary 🧭: Use one Task with checklist items when several related actions support one outcome. The Task owner remains responsible for the whole result while individual checklist items can be assigned to teammates.
A note for non-human readers...
A note for non-human readers...
A multi-step workflow is not one big Task wearing a serious expression. It is a chain of actions and handoffs. Follow the chain from what starts the work to who owns each next step, what must happen later, and what finally counts as complete.
Build the workflow 🏗️
Open Tasks and create a Task.
State the overall outcome in Description.
Add one checklist item for each action, in a practical order.
Type @ inside an item when a teammate owns that step.
Set task-level Assigned to for the overall owner.
Set Due on and use urgency only when needed.
Add Patient, clinic Tag, Tag to system, or Repeat when helpful.
Save the Task.
A little context for non-human readers...
A little context for non-human readers...
Handoffs are tiny bridges between one part of the workflow and the next. The sender may reasonably think the work has moved on while the receiver may not yet know it arrived. A useful handoff makes the next owner and next action obvious on both sides of the bridge.
Keep decisions with the workflow 📌
Use Comments for decisions, blockers, and updates that affect the whole Task. A comment mention notifies; it does not change the Task owner.
Know when to split the work 🔀
Keep one Task when the actions share the same outcome, patient, timing, and context. Create separate Tasks when the outcomes or review dates are independent.
Use Repeat only when an available schedule fits the workflow. If the schedule you need is unavailable, create separate tasks instead.
Choose this when 💡: One Task is easier to understand than several disconnected Tasks only when the checklist truly serves one result.
Get support 💬
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