Stop Tasks stop a checklist at a given point. No tasks past that point (or the checklist itself) can be completed until the stop task is completed. This simple action turns basic checklists into powerful workflows.
You can use single stop tasks in your templates, add a series of stops to sections of your process, or add Stop Tasks to every task, which effectively enforces the order that the checklist is completed in.
Stop Task Examples
Here are a few things you can do with stop tasks:
- Create checklists with “enforced order”
- Create hand-offs between different team members
- Disabled tasks until relevant
- Break up checklists into stages
- Assign parallel tasks to different team members
- Delay email notifications until tasks are ready to complete
Plan: Stop tasks are a feature on our Standard plan.
Users: In order to add or change Stop Tasks, you must be an Administrator or a Member who has been given ‘can edit’ access by your Administrator.
How to Create Stop Tasks
First, select the template you wish to edit, then select the task/s you would like to add a Stop to.
In the example below, we have multi-selected all the tasks and added a Stop Task to every one, which enforces the order the checklist is completed in.
Pro Tip: To select many tasks in one go, hold down the ‘Shift’ key (Windows & MacOS) and use your mouse to click the two tasks and everything in between will become highlighted. You can then click the ‘Add Stop’ button and save your template.
In the example below we’ve selected multiple separate tasks at once.
Pro tip: You can use the ‘CTRL’ Key (CMD in MacOS) to individually select multiple tasks at a time. Hold down the ‘CTRL’ key (CMD in MacOS) and use your mouse to click all the tasks you want to add a ‘Stop’ to. You can then click the ‘Add Stop’ button and save your template.
Running Checklists with Stop Tasks
Stop tasks are indicated with a ✋-style icon just underneath the task number.
Once you run a checklist with a stop task, the tasks after the stop task will be disabled and hidden by default. A disabled task cannot be completed until the previous stop task is checked off.
You can click on ‘Show More’ to expand the view to any tasks after the ‘Stop Task’.
Once the preceding stop task is complete, the next task is enabled and can be completed.
Inbox, Notifications and Stop Tasks
Disabled tasks (those following a Stop Task) do not trigger email notifications to anyone assigned to them, and do not appear in Inbox until they’re enabled (when the preceding task has been completed).
As soon as a stop task is completed, anyone assigned to the next task/s, will now receive their email notification and those tasks will appear in their inbox.
This is a great way to pause email notifications for other users, on tasks that may not be ready to complete and also to only have tasks showing in their inbox that are ready to work on.
Required Fields and Stop Tasks
If your checklist contains tasks with required fields before the stop task, the stop task will not be able to be completed until all required fields have been completed.
This is a great way to ensure that certain information is submitted before a checklist can continue.
If you try to complete the task with the Stop Task on it, before all the required fields in the preceding task have been completed, you will see warning messages. The task with the incomplete required fields is highlighted in red, as is the form field you need to complete.
For more ideas on how to use Stop Tasks, check out our post on 6 Ways to Use Stop Tasks to Improve Your Team’s Workflow.