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Introduction
What?
Task creation conditions are configurable rules added to task templates that determine whether a task should be created when an order, consignment, trip, or resource allocation is generated.
Why?
Different orders require different workflows. Without conditions, all tasks are created for every order regardless of relevance. Conditions eliminate manual skipping and reduce noise in the task list.
How?
Conditions are configured per task template in Configuration → Tasks, under the Conditions section. When a new order or trip is created, Qargo evaluates conditions asynchronously in the background and only creates tasks whose conditions are met.
Terminology
Term | Definition |
Task template | A reusable task configuration set up in Configuration → Tasks that defines the rules, automation, and conditions for a task type |
Creation condition | A rule applied to a task template that determines whether the task is created when a new order, trip, consignment, or resource allocation is generated |
Trigger evaluation | The background process that checks all creation conditions when a new entity is created and decides which tasks to generate |
Recalculate tasks | A manual action that re-runs trigger evaluation for an existing order or trip, useful when order or trip details change after creation |
Stop task | A task linked to a specific stop on a trip - this includes driver question paths; creation conditions are not available for stop tasks |
Task Creation Conditions
Task creation conditions allow configuring rules on task templates that control whether a task is generated for a given order, consignment, trip, or resource allocation. Tasks whose conditions are not met are never created — no manual skipping or deletion required.
Tasks without any conditions configured behave as before: they are created immediately when the relevant entity is generated.
Supported condition types
Conditions can be set based on the following attributes of the order or trip:
Route (e.g. specific origin or destination)
Goods (e.g. cargo type)
Service level
Transport service
Vehicle category
Customer
Department
How conditions are evaluated
When a new order, trip, consignment, or resource allocation is created, Qargo evaluates all relevant task template conditions asynchronously in the background. Tasks that meet all conditions are created automatically. Tasks that do not meet conditions are discarded entirely and never appear in the task list. Child tasks of a discarded parent task are also discarded.
🧰 Tasks may appear with a short delay as conditions are evaluated and processed.
Configuring Creation Conditions
NAVIGATE to CONFIGURATION → Tasks.
SELECT the task template to add conditions to.
OPEN the Conditions section on the task template.
ADD the conditions using the available fields.
SAVE the task template.
Identifying Tasks with Conditions
Once conditions are configured on a task template, a visual indicator icon appears next to that task in the task list. Hovering over the icon displays the tooltip "This task has creation conditions", making it easy to identify at a glance which tasks are subject to filtering.
Conditions on stop tasks
Stop tasks can carry creation conditions, just like order, trip and consignment tasks. A stop task is only created for stops that match its conditions. Drivers and subcontractors then see only the tasks and questions that apply to their job.
Stop tasks cover driver question paths, stop emails, generated documents and similar tasks linked to a stop.
Set conditions on a stop task
NAVIGATE to Configuration → Tasks → Trips.
SELECT the stop task, for example a driver question path.
OPEN the Creation conditions block and CLICK Add calculation.
CHOOSE Calculation method.
PICK a metric, an operator and a value.
CLICK Add condition to narrow the task further.
SAVE the task.
From then on, the task is only created for stops that match every condition. A stop task without conditions keeps working as before: it is created for every stop it is set up for.
🧰 The builder is the same one used for order, trip and consignment tasks and in Configuration → Rules. Tasks with conditions show the same indicator icon in the task list.
What conditions can use
Conditions can look at:
The order: customer, transport service, vehicle category, department, service level and container type.
The goods on the order.
The route.
The stop the task sits on: its location, whether it is a collection or a delivery, the requested weekday and bank holidays.
How conditions work on stops
Conditions are checked for each stop. A task limited to delivery stops only appears on the delivery.
No conditions on the assigned driver, vehicle, resource group or subcontractor. Stop tasks are created before anyone is allocated.
Conditions are checked when the stop is created. If you change a stop afterwards, for example its activity, the task is not added automatically.
A Location condition with the operator Is not keeps a task away from specific depots or addresses.
A task whose conditions do not match is never created, so it never reaches the driver app or the subcontractor portal.
Show on locations is no longer offered on new stop tasks. Stop tasks that already use it keep it. Use a Location condition instead.
📚 Conditions on stop tasks apply to the whole task, not to single questions inside a question path. They also look at the stop as a whole, not at individual goods or consignments when a stop carries several.
Recalculating Tasks Manually
If relevant order or trip details change after creation (for example, the customer or route is updated), task conditions can be re-evaluated manually using the Recalculate tasks action.
On an order: Open the order, click the … menu in the upper right corner, and select Recalculate tasks.
On a trip: Open the trip, click the … menu in the upper right corner,, and select Recalculate tasks.
On customer edit: A toggle is available to recalculate tasks for affected orders when saving a customer record.
📚 Recalculating tasks re-evaluates conditions and may create tasks that were not previously created. It does not remove tasks that were already created.
Limitations
Limitation | Detail |
Stop tasks | Creation conditions are not available on stop tasks (which includes driver question paths) |
Default system tasks | System tasks such as Ready to Invoice cannot have conditions applied |
Evaluation timing | Conditions are evaluated at the moment of task creation. Use Recalculate tasks to re-evaluate if order or trip details change after creation |