Sapling - Subtasks: smaller, clearer steps to success

Introduction

Subtasks give you the ability to break large tasks into smaller, manageable pieces. This can help when multiple things need to happen to be able to complete one overall task.

For example: let's say you have a task assigned to a Manager during onboarding that asks them to add the new hire to all the necessary tools. It can be helpful to add a subtask that names each tool to make sure nothing is missed.

How to create subtasks?

To add a subtask, start by navigating to Administrative Tools > Workflows on your Sapling Toolbar.

Add a new task to a Workflow, or edit an existing one. At the bottom of every task, you'll see a section to add "Subtasks". Add as many subtasks as your task requires.

How to edit subtasks?

You can modify subtasks by moving them up or down in the list or by removing them entirely. Currently, there is no option to rename subtasks. If changes to the subtask name are required, you must remove the subtask and create a new one with the updated name. Once the new subtask is added, you can rearrange it as needed to maintain the correct order.

Note

When a task is modified—either by removing or adding a new subtask—these changes are reflected in the tasks assigned to team members. For incomplete tasks, if a subtask that has already been completed by some team members is removed, it will no longer be visible to them, and their progress will be adjusted accordingly.

For example, if a task consists of subtask 1, subtask 2, and subtask 3, and a team member has already completed subtask 1, but an admin later removes subtask 1 and adds a new subtask called "Subtask A”, the team member will lose visibility of subtask 1 and their progress will be impacted. They will now see subtask 2, subtask 3, and the newly added Subtask A, none of which are marked as complete.

The same principle applies to completed tasks. However, even if subtasks are changed after a task is marked as complete, the overall task status remains as "Completed," as the initial completion criteria were met before the change.

What do subtasks look like when they are assigned? 

When you assign a workflow that includes subtasks, the task owner will be able to view and check off each subtask as they complete them. They will not be able to complete the overall task until every subtask is marked as complete.

Pro Tips 💡

• Subtasks can be completed in any order
• The due date of subtasks are the same as the overall task. However, individual subtask completion is tracked in overall task history
• Subtasks are not shown in email or Slack notifications at this time, so your team must be logged into Sapling to see relevant subtasks
• Once the last subtask on a task is completed, the entire task will be automatically marked complete