⚠️IMPORTANT⚠️ Only the task scheduling is available at version 1.164 in preparation of the release of the full new task system feature in an upcoming update in late 2026. |
Create a task schedule
On the Paperless Forms website, click on the
Admin section.
In the submenu, click on
Manage Tasks.
Click on
Create New Task.
Set up your task as needed. View the different parameters for the task setup.
Preview your task in the calendar on the right to ensure it is properly set up.
Click Save to add this task to your list of programmed tasks.
Demo video
Task Parameters
Required Options
Enabled
This parameter enables or disables the task.
: The task is activated and will repeat according to its parameters.
: The task is deactivated and will not occur until being reactivated.
Template
This parameter defines which template will be used for the task.
Choose a Template
Choose a Template
Choose a form from your list of imported templates to attach to your task scheduling.
Generic Task
Generic Task
Creates a generic task attached to no template. Requires a Name to find it in the calendar/workspace.
Default Tags
This parameter will display the default tags added to the template when it was created within an Excel spreadsheet in cell A2.
Additional Tags
This parameter is primarily used with generic templates that generate multiple instances of the same form for different purposes (such as products, rooms, or equipment).
These tags help users identify and locate specific forms within their workspace more efficiently. Furthermore, they allow Administrators to manage tasks associated with these template tags more effectively.
They will stick around when the task regenerates for the next occurrence.
Linked PDFs
⚠️This parameter will only appear if the Template parameter is set to Generic Task. |
This allows PDF files from the Paperless Forms' template manager to be linked to the generic task, making them available for users to consult.
Start Date
This parameter sets the start date and time for the task. The default is midnight of the current day.
Due Date Type
This parameter sets the type of due date depending on the selected option.
Time to Complete
Time to Complete
Selecting this option allows you to define the time allocated to complete the task, starting from the Start Date.
You may select a number of days (max. 10), hours (max. 23) and/or minutes (max. 59).
The default is 1 day.
End of Day (Midnight)
End of Day (Midnight)
Selecting this option sets the task deadline to midnight on the Start Date.
End of Week
End of Week
Selecting this option sets the task deadline to the final day of the week relative to the Start Date.
Additionally, you can select which day acts as the last day of the week between Friday, Saturday and Sunday.
End of Month
End of Month
Selecting this option sets the task deadline to the final day of the month relative to the Start Date.
Repeat Frequency
This parameter sets the recurrence for the task.
⚠️Certain options will be disabled based on your chosen Due Date Type. |
Daily
Daily
Selecting this option sets the task to repeat daily, based on the specific days selected afterwards.
Note that the behavior may vary depending on other parameters, such as the Due Date Type.
Weekly
Weekly
Selecting this option sets the task to repeat weekly on the same day as the Start Date (e.g., every Tuesday).
Note that the behavior may vary depending on other parameters, such as the Due Date Type.
Weekly on Specific Days
Weekly on Specific Days
Selecting this option sets the task to repeat every X week (max. 52) on specific days selected afterwards.
Note that the behavior may vary depending on other parameters, such as the Due Date Type.
Monthly
Monthly
Selecting this option sets the task to repeat monthly on the same day of the month as the Start Date (e.g., the 7th of every month).
Note that the behavior may vary depending on other parameters, such as the Due Date Type.
Every X Months on the
Every X Months on the
Selecting this option sets the task to repeat every X month (max. 24) on specific days selected afterwards (e.g., every First Wednesday).
Note that the behavior may vary depending on other parameters, such as the Due Date Type.
Every X Months on Day
Every X Months on Day
Selecting this option sets the task to repeat every X month (max. 24) on a specific date (e.g., the 7th).
Note that the behavior may vary depending on other parameters, such as the Due Date Type.
Yearly
Yearly
Selecting this option sets the task to repeat yearly on the same day as the Start Date (e.g., every August 2nd).
Note that the behavior may vary depending on other parameters, such as the Due Date Type.
Custom
Custom
Selecting this option sets the task to repeat at the specified interval (Days, Weeks, Months, or Years) from the Start Date.
Note that the behavior may vary depending on other parameters, such as the Due Date Type.
Advanced Options (optional)
When should the next task be created?
On Schedule
On Schedule
Tasks are created automatically at the scheduled time, regardless of whether the previous task was archived.
After Completion
After Completion
Tasks are created when the previous one is archived. If the task is not archived, no new task is created.
Editable From
This parameter sets when the task can get accessed and started.
At Start Time
At Start Time
The task is read only until the Start Date's time.
At Midnight of Start Day
At Midnight of Start Day
The task is read only until midnight of the Start Date, regardless of the Start Date's time.
1 Hour Before
1 Hour Before
The task is read only up to one hour before the Start Date's time.
1 Day Before
1 Day Before
The task is read only up to one day before the Start Date.
1 Week Before
1 Week Before
The task is read only up to one week before the Start Date.
Custom Duration Before
Custom Duration Before
The task is read only up to a custom duration before the Start Date's day and/or time.
The Time Before Start lets you set the number of days (no max.), hours (max. 23) and/or minutes (max. 59).
Seasonal Task
This parameter allows you to create tasks that only run between two selected dates.
It’s perfect for seasonal tasks, saving you from having to manually enable and disable them.
Calendar Color
This parameter allows you to choose the color of your task in the calendar preview.
The Automatic color is the default color of the selected repeat (i.g., Daily is blue, Weekly is green, etc.)
The colors are:
Blue (default of Daily)
Green (default of Weekly)
Red (default of Yearly)
Yellow
Cyan
Purple (default of Custom)
Orange (default of Monthly)
Teal
Pink
Indigo
Lime
Brown
Display your scheduled tasks in the calendar view
On the Paperless Forms website, click on the
Admin section.In the submenu, click on
Manage Tasks.In the list of tasks, click on the checkbox on the left of a task, and repeat this for all the tasks you want to view in the calendar.
Click on
Calendar View.
Once the calendar is loaded, your tasks will appear.
Bulk enable or disable tasks
On the Paperless Forms website, click on the
Admin section.In the submenu, click on
Manage Tasks.In the list of tasks, click on the checkbox on the left of a task, and repeat this for all the tasks you want to enable or disable at once.
Click on
Actions.
Click on Enable (or Disable) to change the status of the selected tasks.
Bulk delete tasks
On the Paperless Forms website, click on the
Admin section.In the submenu, click on
Manage Tasks.In the list of tasks, click on the checkbox on the left of a task, and repeat this for all the tasks you want to enable or disable at once.
Click on
Actions.
Click on Delete to delete the selected tasks.
Display tasks requiring additional management permissions
On the Paperless Forms website, click on the
Admin section.In the submenu, click on
Manage Tasks.Click on
Show/Hide tasks requiring additional permissions.
Tasks that the logged-in user does not have permission to modify will appear faded, keeping them visible for easier management.
Click
Show/Hide tasks requiring additional permissions again to hide tasks not intended for the logged-in user.
How to schedule a task with no repeater
Forms with no repeater cannot be created through the Manage Tasks subsection.
However, a due date can be added to a form for a desired completion date and time.
Open the Paperless Forms application.
Log in with a user with Administrator permissions or a custom role that has the permission to schedule tasks.
On the workspace, scroll pass your forms until you find the one you want to add a due date to.
Press or slide the black arrow at the bottom of the form.
Press on the
Add a due date button.Select a due date and time.
Press outside the planning to save the changes.