Create and Manage Tasks

Task Management in the XYB Console helps teams organize, execute, and track operational work in a structured and transparent way. Tasks can be created, assigned, updated, and completed, ensuring that no action items are missed and all responsibilities are clearly defined.

Use Cases

Tasks support a wide range of operational and business processes. Some common use cases include:

• Operational process tracking: Monitor and complete tasks such as loan processing, contract reviews, onboarding checks, or payment approvals.

• Exception and alert handling: Automatically convert alerts such as ledger anomalies or failed validation checks into tasks that can be tracked, assigned, and resolved.

• Cross-team collaboration: Assign tasks to the right team members, set clear priorities, and track ownership to ensure nothing falls through the cracks.

• Compliance and audit readiness: Maintain a complete record of who did what and when, including comments, file uploads, and status changes, for easy audit preparation and traceability.

• Performance visibility: Use the task list to get a clear overview of pending work, completed actions, and progress across different projects and workflows.

Create Task Types

Before users can create manual tasks, task types must be defined. Task types determine how work is categorized (for example, Contract Review, Payment Review, Entity Review, or any other custom type your organization needs).

1. Navigate to Tasks > click the “⋯” (More options) button in the top right corner.

2. Select New task type.

3. In the New Task Type form:

   • Name: Enter a clear, descriptive name (e.g., Contract Review, KYC Follow-Up).

   • Entity: Toggle this on if the task type should include entity-related details.

   • Associate with: Link the task type to an entity type such as Account, Contract, Ledger, or Payment.

4. Click Create task type.

The new type will now appear in the task type dropdown when creating a new task.

To manage task types:

1. Navigate to Tasks > ⋯ > Manage task types.

2. View all Active and Inactive types.

3. Archive unused types as needed.

How to Create a New Task

1. Go to the Tasks section: From the main navigation menu, select Tasks.

2. Click New Task, this opens the task creation window.

3. Under Task Type, choose from the predefined options, such as Manual Review, Contract Review, Entity Review, or Payment Review. Selecting the right type helps categorize and filter tasks later.

4. Based on the task type you select, you'll be prompted to link it to the applicable entity, select the entity and other details as asked.

5. Clearly describe what needs to be done, including relevant context, links, or instructions.

6. Choose the appropriate priority level (Lowest, Low, Medium, High, or Highest) based on urgency and impact.

7. Click Create Task to finalize. The task will now appear in the task list and can be tracked from there.

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Creating and Managing Task Permissions

Before users can access or edit specific task types, appropriate permissions must be created in Access management > Permissions. Refer to the general Creating a New Permission article for detailed steps.

When setting up permissions for tasks:

• Select Task as the service.

• Task permissions follow the format:

  bko-task-svc/<read|write|read+write>@/task/<TASK_TYPE or *>

Example: bko-task-svc/read+write@/task/CONTRACT_REVIEW grants read and write access to CONTRACT_REVIEW tasks.

• Task type names must be written in UPPERCASE, with underscores if needed (e.g., ENTITY_REVIEW).

• The wildcard * can be used to apply the permission to all task types.

• Default permission provided by the system:

  bko-task-svc/read+write@/task/*

Managing Tasks

After tasks are created, they can be monitored and updated in the Task List View.

Viewing and Filtering Tasks

• Access the full list of tasks under Tasks.

• Use filters to narrow results by priority, type, assignee, status, or date range.

• Switch between “Assigned to you” and “All tasks” views.

Working with a Task

1. Open a task: Click on a task to view its details.

2. Review information: Check the description, related entity details, and any attachments.

3. Assign or reassign: If unassigned, assign it to a team member.

4. Update status: Change task status as it progresses (Open < In Progress < Resolved < Closed).

5. Add comments or files: Use the comment field to provide updates or attach relevant documents.

6. Review activity history: View timestamps, status changes, and comments for a complete audit trail.

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