Organize task categories and folders
Create task categories to group your team's folders. Tasks live in folders. For example, a Material Tracking category could contain Parts Ordering and Ready to Schedule folders.
Where to find it: Settings → Work Management → Tasks → Custom Folders
You need Task Automations write access to save changes.
Create task categories and folders
Click Add category, enter a category name, and click Save in the dialog.
Expand the category to see its folders. Click the Add folder link, enter a folder name, and click Save.
Add as many folders as you need. Each save updates the Tasks sidebar.
Categories appear as collapsible groups, with a folder count in each header and task counts beside each folder.
Drag the handle beside any task category—including Recurring Services, Quotes, Jobs, Invoices, Deficiencies, and your custom categories—to change its position, then click Save order. You can place custom categories between built-in categories. Built-in category names and folders stay fixed. The reorder list shows only categories available to you in Tasks: Quotes and Invoices require read permission, Service Requests requires a published request form, and Workflows requires access to Workflows and existing workflow task statuses. Hidden categories keep their saved positions. Cancel restores the saved order. The saved order appears in the Tasks and Task Statuses navigation. You can also focus a drag handle, press Space, use the arrow keys, and press Space again to drop it.
On the desktop Tasks page, the folder navigation scrolls separately from the task content, so you can reach lower categories while keeping your open task in place.
Each new folder starts with To Do, In Progress, and Done. Customize these on the Task Statuses tab.
Category names must be unique, including the built-in categories such as Jobs and Quotes. Folder names must be unique across your custom folders and Jobs folders.
Reorganize existing work
Click the edit icon beside a category or folder to rename it, then click Save in the dialog. The tasks keep their history, notes, and links.
In a folder’s edit dialog, use the Task category dropdown to move the whole folder to another category, then click Save. Existing standalone folders in Jobs appear at the bottom of this page, so you can move them into your new categories. Job Summary Statuses continue to be managed on the Jobs tab.
If someone else changes the folders while you are editing, saving asks you to reload before trying again. This protects their changes from being overwritten.
Use the trash icon beside a folder or category to remove it. You can remove an empty folder; move its tasks first if it still contains work, including completed tasks. Remove or relocate all folders before removing their category. A faded trash icon explains what needs to move first when you hover or focus it. Confirm Remove in the dialog to apply the removal.
Move work between folders
Every task type offers Move to Folder under Quick Actions, including Quotes, Invoices, Recurring Services, Deficiencies, Jobs, Service Requests, and Workflows. You can choose a custom folder in any task category. A moved task keeps its type, details, history, and Quick Actions.
For a materials workflow:
Open an approved quote task in Tasks and choose Move to Folder.
Choose Material Tracking → Parts Ordering, select a status, and save.
When the parts are ready, use Move to Folder again to move the task into Ready to Schedule. This folder can be in the same category or a different category.
Use Create Job / Visit on the quote task when you are ready to schedule the work.
To move a task back, choose its original folder in the same Move to Folder picker. Other built-in folders are not interchangeable: an invoice task cannot be turned into a quote task by moving it. Jobs tasks also retain their existing close-out destinations.
For an approved quote task, use Move to Folder and choose Quotes → Signed. This destination is available while the linked quote is still signed. If the quote changes before you save the move, refresh the task and choose another folder.
Quote and invoice tasks keep their existing access rules inside custom folders. If you do not have permission to view the linked quote or invoice, the task shows a permission message instead of its details.
Save or cancel any unsaved task notes or status changes before moving. Moving keeps the same task and all of its linked records. Marking a task Done completes it in its current folder; it does not automatically move it into another folder.
Missing Summary and Never Clocked In are technician-summary placeholders. Custom destinations become available after the technician submits the summary.
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