Introduction
Tasks create a form of workflow in the Qargo application. Configuring tasks offers the benefit of including automation into a workflow, adding efficiency and reducing any potential errors or latency in the process. Default tasks are created for all new accounts, but the ability to modify these gives flexibility to create a unique process that suits individual business needs.
Term | Definition / Context in Qargo | Notes for Logistics / Trucking Use Case |
Task | A discrete unit of work or action in the Qargo system, which may be manual or automated, forming part of a workflow. | Tasks can represent steps such as sending documents, verification, approvals, or driver actions. |
Workflow | A sequence or combination of tasks configured for a particular process (e.g. order-to-delivery) | Helps ensure consistency and visibility across operations and departments. |
System Task | A task automatically generated by the system; cannot be modified by users. | These represent core built-in steps essential for the platform’s integrity. |
Contact Task | A task involving communication with a contact (e.g. client, vendor, or third party). | May include sending emails or requesting confirmations. |
Dispatch Task | A task related to dispatching operations (e.g. assigning cargo or trips). | Central to coordinating trucks, routes, and schedules. |
Driver Task | A task assigned to the driver or subcontractor; may require the driver to answer questions or upload documents via their app. | Examples: upload proof of delivery, answer inspection checklist, take photos. |
General Task | A flexible, non-specialised task type for miscellaneous steps not covered by more specific types. | Use for ad hoc tasks or additional checks. |
Generate Document Task | A task whose action is to generate a document (e.g. PDF, manifest, label). | Useful for automating paperwork like trip sheets, invoices, or regulatory compliance forms. |
Upload Document Task | A task that requires attaching a document or file (e.g. certificate, photograph, invoice). | Ensures that necessary documents are collected and stored. |
Automatic (Auto) Complete | A task that completes itself automatically when its preconditions are satisfied. | Reduces manual intervention and speeds process throughput. |
Manual Complete | A task that requires user action to mark as done (e.g. human review, approval). | Useful for quality control, exception handling, or custom checks. |
Always Skip Task | A task configuration option that causes the task to be omitted from execution in the workflow, unless overridden. | Useful when certain steps are not relevant for particular customers, lanes, or cargo types. |
Override (Customer Override) | A per-customer configuration that customises or replaces default task behaviour (e.g. change task to manual, adjust document requirement). | Enables flexibility per client or route without altering the global workflow. |
Tagging | The practice of labelling tasks with tags or markers for categorisation, filtering, or status tracking. | Tags may denote priority, region, cargo type, or exception status. |
Scheduling Option | Configuration settings that determine when a task is triggered relative to other events (e.g. before or after order creation, at trip dispatch, upon invoice creation). | Helps align tasks with real-world process timing and dependencies. |
Configuration
Types of tasks:
System - automatically generated - cannot be modified
Contact
Dispatch
Driver: Question path/upload document
General
Generate Document
Upload document
Who is responsible?
Accounting
Admin
Customer service
Driver / Subcontractor (portal)
Planner
When to schedule task?
Each task category will have different options based on other activities / tasks that might already be setup.
Orders:
Trips:
Invoices:
Create Invoice
Generate invoice pdf
Send invoice
Mark invoice as paid
Send invoice to accounting
Scheduling Options:
To automate tasks, select this option when scheduling a task.
Manual tasks will require some level of user interaction to complete.
Tasks marked 'Always Skip Task' will automatically be skipped in the workflow.
Create tasks with this option if required for specific customers or subcontractors, and use the 'override task' option.
How tasks generate
Auto complete
System generates and completes the task as part of the workflow. No manual updates are required to complete the task.
Example: Auto complete Sending an invoice to the customer once its been generated. Once the invoice is created the system will use the contact task to send the invoice directly to the specified contact. The 'Send invoice' task will then automatically be completed.
Manual complete
User must manually execute the task
Depending on the task this may be via the execute button, but could also a 'generate document' task, where creating the document will complete the task.
Once the user has manually completed or executed the task, it will update to completed by the user.
Skipped Task
Typically used with Overrides
Task will be marked 'Skipped' and only become part of the workflow for specific customer or subcontractors
Tagging:
Tagging adds coloured labels to indicate something that needs a users attention
Flexibility allows the user to configure tagging to suit individual business requirements
Customer Tasks / Overrides
It is possible for some tasks, different customers will have their own requirements.
Use the 'Override' toggle from the Customer Profile tasks, to create a task specifically for that customer.
Override options include:
Complete task function (manual / automatic)
Conditions for required documents
Template used if generating a document, for instance a customer specific trip sheet or label, etc.
Once an override is active, a label will display on the task workfow in the customer profile, indicating an override is present.
A warning will show in the specific task on the workflow, indicating where the customer override is present.
Customer overrides are indicated in the specific tasks
Click on the customer name to access directly
