--- title: "Introduction to tasks (dispatch)" slug: "introduction-to-tasks-dispatch" updated: 2026-09-28T06:23:20Z published: 2026-09-28T06:23:20Z canonical: "help.quickbase.com/introduction-to-tasks-dispatch" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.quickbase.com/llms.txt > Use this file to discover all available pages before exploring further. # Introduction to tasks (dispatch) ## What are tasks? **Tasks** (formerly Dispatch) are assignments (single-use forms) that you can send to specific users or user groups, along with: - Instructions - Pre-filled data - Auto-populated data - A due date - A location tag - A priority level - Custom statuses - A notification Unlike standard forms shared through [libraries](/fastfield/docs/what-is-a-library), task forms can contain specific details and auto-populated data, such as addresses, visuals, product codes, and any other information related to the job. A simple scenario for a task is to dispatch a form to a user with instructions to fill out the form at a particular location. The address, customer data, assignment details, and all other key information will already be included in the form, so the user knows exactly where to go and what to do. Tasks can be sent from the Portal or the app, and can even be automated with Global Workflow—giving your team the power it needs to take action and resolve issues quickly. ## Ways to assign a task There are multiple ways to assign and dispatch tasks: ### From the tasks page in the Portal You can create a new task on the **Tasks** page in the Portal: **Form Sharing** > **Dispatch/Tasks** > **+ Add Task**. When creating a new task, you have two options: - [**Dispatch Single Task**](/fastfield/docs/dispatch-a-single-task): This is a standard task that you can assign to a user or user group. - [**Upload Multiple Tasks**](/fastfield/docs/uploading-multiple-tasks): This is a way to assign a single task to multiple users by uploading an Excel file with a list of your recipients. ![Upload Multiple Tasks option in the New Task menu](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/16463618330509?sv=2026-02-06&spr=https&st=2026-10-30T06%3A03%3A07Z&se=2026-10-30T07%3A03%3A07Z&sr=c&sp=r&sig=Zj9wtkLQ7WmjL86KkpLbVYUDQh77ykH%2F42p1L7NdMXI%3D) Follow the prompts to select your task form, choose your recipient, and include any instructions, pre-filled data, location coordinates, notifications, and more. ### With Global Workflow Use **Global Workflow** to automate task assignments based on form input. For example, let's say an inspector is filling out an inspection form in the app. If the inspector selects *Needs Repair* on a form field regarding an electrical component, this could trigger an action that automatically sends a task to the electrician. This can be set up on the **Global Workflow** page of the Portal: **Workflow** > **Global Workflow** > **+ New Workflow**. When creating a workflow, select the **Add New Task** action to choose your task form and create your conditional rules.![Add New Task action in Global Workflow](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/16461122150285?sv=2026-02-06&spr=https&st=2026-10-30T06%3A03%3A07Z&se=2026-10-30T07%3A03%3A07Z&sr=c&sp=r&sig=Zj9wtkLQ7WmjL86KkpLbVYUDQh77ykH%2F42p1L7NdMXI%3D)For more help, read our step-by-step guide on [how to send a task with Global Workflow](/fastfield/docs/sending-a-task-by-global-workflow-conditions). ### Default Mobile Task Form in the app A **Default Mobile Task Form** is a task form that users have the option to assign as needed when filling out a form in the app. When enabled, an **Add Task** button will appear at the bottom of all forms in the app for users to access at any point. This gives anyone the freedom and flexibility to create tasks when issues arise. ![Add Task button on a form in the FastField mobile app](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/16463751858317?sv=2026-02-06&spr=https&st=2026-10-30T06%3A03%3A07Z&se=2026-10-30T07%3A03%3A07Z&sr=c&sp=r&sig=Zj9wtkLQ7WmjL86KkpLbVYUDQh77ykH%2F42p1L7NdMXI%3D) For example, if a worker notices a hazard on a site, they can pull up the Default Mobile Task Form, document the hazard, and assign the task form to someone on the maintenance team to correct the issue. This can be enabled through the **Mobile Tasks** toggle in the Portal: - **Form Sharing** > **Dispatch/Tasks** > **Options**; or - **Account** > **Company Settings** > **Mobile Apps** For more help, read our step-by-step guide on how to set up a [**Default Mobile Task Form**](/fastfield/docs/how-to-set-up-a-default-mobile-task-form). ### Form field tasks in the app Users can assign tasks for specific fields on a form. This is helpful when you want to create tasks more tailored to specific items in your form (rather than using a default task form for everything). When enabled, the form user will see a **Task** button on the designated form field(s). Form field task creation can be optional or required, and can even be hidden or shown based on conditional rules. For example, if an inspector selects *Needs Repair* for a particular item, the **Task** button would appear directly in that form field. The inspector can then tap on the button to create the task (which has already been customized for that field by the form builder) and send it to the maintenance team for corrective action. To set this up, select **Enable Task Creation** for any field on a form that you're building in the **Form Builder**. For more help, read our step-by-step guide on [how to enable tasks for specific form fields](/fastfield/docs/how-to-enable-tasks-for-specific-form-fields). ## User group tasks You have the option to assign tasks to [user groups](/fastfield/docs/user-groups) within your account. This process will send a task to a shared group inbox, and anyone in that group can pick up and complete the task. If someone picked up the task but isn't able to get to it, they can *un*assign it from themselves for someone else to pick up. For example, let’s say you have a work order for a maintenance team. All you’d need to do is create the work order task and assign it to the maintenance team’s user group. Then, the first available worker can pick up the task and complete the job. To assign a task to a user group, simply choose **Dispatch to User Group** in the drop-down menu for **Recipient Type**. ## Track your tasks ### On the tasks page After a task has been dispatched, you can view its progress on the **Tasks** page in the Portal: **Form Sharing** > **Dispatch/Tasks**. - **Status** refers to any [Custom Form Status](/fastfield/docs/form-status) that has been updated on a task form (e.g., *Completed, To Do, Approved)*. If no form status has been assigned to the task, this information will not appear. - **Dispatch State** is the progress of the task since it was sent out. - **Dispatched:** The task was sent out/shared. - **On-Device:** The task has been downloaded to the user’s device and is available on the app (but they have not opened it yet). - **Started:** The task has been opened and started (but has not been submitted). - **Submitted:** The task has been submitted and is available to view as a report. - **Late:** The task was submitted after the assigned due date (if any). - **Unassigned:** The task was created and set as *Unassigned*; it has not been sent out or assigned to any user or user group. ### On the submissions page You are also able to track your tasks on the Submissions page of the Portal: **Data & Analytics** > **Submissions**. To view your tasks on the Submissions page: 1. Select the **Filters** button at the top. 2. Select the toggle switch next to **Show Dispatches/Tasks?** to view your tasks. - You can also configure any other filters (**Date Range**, **Form**, **User**, **Status**) to help you isolate the tasks you wish to view. ![Show Dispatches/Tasks filter toggle on the Submissions page](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/16463853049485?sv=2026-02-06&spr=https&st=2026-10-30T06%3A03%3A07Z&se=2026-10-30T07%3A03%3A07Z&sr=c&sp=r&sig=Zj9wtkLQ7WmjL86KkpLbVYUDQh77ykH%2F42p1L7NdMXI%3D)