Task Management

Task Management lets you create and assign manual tasks for yourself or other team members directly within Proformex. You can set due dates, manage responsibilities, and receive in-app and email notifications when tasks are due, helping ensure important follow-ups and action items don't get missed.

Use Task Management to track policy reviews, premiums due, client follow-ups, internal workflows, or other business activities, all alongside the policy and trust information you already manage in Proformex.

Review the guide below to learn how to create, assign, and manage tasks in Proformex.

Task Setup: Notification Preferences

Go to Settings → Notification Preferences

Configure Task Notification Preferences under Settings → Notification Preferences. Each trigger can be toggled independently and delivered via Email and/or In-App notification.

Activity-based notifications trigger at approximately 7:00 AM.
Report-based notifications follow the same behavior as existing report notifications.

B. Navigate to Notiﬁcation Preferences → My Notiﬁcations to Set Your Individual Task Preferences

C. Go to Notiﬁcation Preferences → Firm Notiﬁcations to Enroll Desired Users to Receive Task Notiﬁcations

2.Task Management Page:

Navigate to Administration → Tasks

Or go to a policy’s details page and select the Tasks tab

Search & Filtering Keyword search covers task name, description, contract number, and assigned user. Additional ﬁlters include:

Task Type — All Tasks (default), Report Based, Trust Activity, or Manual
Date Filter — Any Date (default), Last 7 Days, Last 30 Days, Last Quarter, or YTD, applied against task due date
User Filter - Allows user to ﬁlter task by speciﬁc user

Filters can be used independently or in combination with results updating dynamically.

Task Table Enhancements All columns are sortable (ascending/descending). Tasks are automatically marked Overdue when the due date passes without completion. A three- dot overﬂow menu on each row provides quick access to Edit and Mark as Complete actions. An export icon allows users to download the current table view.

3. Creating Single Tasks:

Manual Task Creation The Add Task modal includes: Task Name, Description, Contract Number, Due Date, Priority, and Assign To.

Task Preview & Edit Selecting any task opens a detailed modal with editable ﬁelds for Status, Assigned User, Due Date, and Priority. The Save button remains disabled until a change is made. Three tabs organize task detail:

Details — read-only view of task description, associated contract/policy, trigger

source, created by, and created date.
Comments — chronological comment thread with the ability to add new comments

via a text input and Post button.
History — full audit trail showing ﬁeld-level changes, previous and new values, the

user who made the change, and timestamp.

The modal can be closed at any time; unsaved changes are discarded on close.

4. Home Dashboard - Task Summary Widget

A new Task Summary widget can be added to the Home Dashboard, providing a quick view of past due and upcoming tasks without leaving the homepage.

Reach out to your dedicated Customer Success Manager to enable this widget on your home page

Widget Header

Displays the total task count with a breakdown of past due vs. upcoming tasks at a glance.

Past Due Tasks

Shows up to 3 of the most overdue tasks, sorted by days overdue (descending), with the number of days overdue shown per task. Displays "No past due tasks" when none exist.

Upcoming Tasks

Tasks are grouped into four time-based buckets: Today, This Week (next 7 days), Next Week, This Month (next 30 days)

Each bucket shows a task count (e.g., Today (3)). Displays "No upcoming tasks" when none exist.

Navigation

A View Task Management link navigates directly to the Task Management section with ﬁlters pre-applied.

Data Refresh

Widget data refreshes on page load and when returning to the homepage tab.

5. Task Management - Task Summary Email

A new email notiﬁcation will be sent when notiﬁcation settings have been enabled to notify users of tasks due today and when an assigned task has been updated, providing a personalized summary and a direct link back into the application.

Select the orange View Task button to be directed to see the open task(s) in Proformex