> For the complete documentation index, see [llms.txt](https://learn.withessential.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://learn.withessential.com/administration/settings/organize-task-categories-and-folders.md). # Organize task categories and folders Create task categories to group your team's folders, or add your own folders to a built-in category. Tasks live in folders. For example, a **Material Tracking** category could contain **Parts Ordering** and **Ready to Schedule** folders, and the built-in **Quotes** category could gain a **Waiting on PO** folder beside Signed, Email Bounced, and Unanswered. > **Where to find it:** Settings → Work Management → Tasks → Custom Folders You need Task Automations write access to save changes. ## Create task categories and folders 1. Click **Add category**, enter a category name, and click **Save** in the dialog. 2. Expand the category to see its folders. Click the **Add folder** link, enter a folder name, and click **Save**. 3. 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. ## Add folders to a built-in category Recurring Services, Quotes, Invoices, Deficiencies, Service Requests, and Workflows also expand. Their count shows only the folders your business added; the built-in folders are not listed here. 1. Expand the built-in category, for example **Quotes**. 2. Click the **Add folder** link, enter a folder name, and click **Save**. The folder appears in Tasks under that category, after its built-in folders, until you reorder them (see below). A folder you add to a built-in category holds that category's tasks: only quote tasks can move into a folder you added to Quotes, only invoice tasks into one you added to Invoices, and so on. Folders in Jobs and in your own categories still accept any task. Because these folders hold that category's tasks, they don't offer **Create a task**. A folder can't share a name with one of its category's built-in folders. Jobs folders are still managed on the **Jobs** tab. ## Reorder folders within a category Expand a category to see all of its folders. In a built-in category, each row says whether it is a **Built-in folder** or a **Custom folder** your business added, with the custom folder's task count. Drag the handle beside any folder to move it, for example to put **Waiting on PO** between **Signed** and **Email Bounced**, then click **Save order**. **Cancel** restores the saved order. You can also focus a handle, press Space, use the arrow keys, and press Space again to drop it. Until you reorder a category, it keeps the default order: its built-in folders first, then the folders you added. A folder you add later goes to the end. The saved order appears in the Tasks sidebar, on the Task Statuses tab, and in the **Task folder** filter on the Jobs and Invoices lists. Jobs folders keep the order set on the **Jobs** tab. 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 their built-in 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, including a built-in one such as Quotes, then click **Save**. Tasks already in the folder stay in it. 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 folder your business added in Jobs or in any of your own categories, or one added to the task's own built-in category (a quote task can move into **Quotes → Waiting on PO**, an invoice task can't). When you move several tasks at once, a folder added to a built-in category is offered only if every selected task belongs to that category. Outside Jobs, Move to Folder appears once your business has a folder of its own to move the task into (or the task has an original folder to go back to). A moved task keeps its type, details, history, and Quick Actions. For a materials workflow: 1. Open an approved quote task in Tasks and choose **Move to Folder**. 2. Choose **Material Tracking → Parts Ordering**, select a status, and save. 3. 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. 4. 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. ## Related guides * [Create a task in a custom folder](/field-operations/tasks/create-a-task-in-a-custom-folder.md) * [Customize your Jobs task folders](/administration/settings/customize-jobs-task-folders.md) * [Add, rename, reorder, or remove task statuses](/administration/settings/add-rename-reorder-or-remove-task-statuses.md) --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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