When to Use Tasks, Subtasks, or Bullet Points

Process Street gives you different ways to structure work inside a workflow. Depending on how the work needs to be completed and tracked, you can use tasks, subtasks, or bullet points.

Understanding which one to use helps you keep workflows clear, consistent, and easy to follow.

When to Use Tasks

A task is a top-level action in your workflow. Use a task when something needs to be tracked or assigned separately.

Tasks are best when

• Different people or teams are responsible for each step
• Work happens at different times or in a specific order
• You need to collect data, upload files, or complete forms

Example

• Task 1: Collect customer details
• Task 2: Review compliance documents
• Task 3: Send confirmation email

Each of these can be assigned, completed, or automated independently.

When to Use Subtasks

Subtasks are smaller actions that sit inside a task.

Subtasks are best when you want to guide someone through a detailed checklist inside one larger task, and help by giving users a clear list of what to do before completing the parent task.

Example

Task: Review vendor application

Subtasks:

• Check business registration
• Verify tax ID
• Confirm insurance coverage

When to Use Bullet Points

Bullet points are for simple guidance, not actions. Use the content text widget to list items as bullet points when you don’t need users to check them off.

Bullet points are best when

• You’re giving context, examples, or a reference list
• The user doesn’t need to confirm completion
• The information supports the task, but it isn’t a required step

Example

Task: Prepare the meeting agenda

Content text:

• Include key discussion points
• Note the time for each section
• Confirm who will present each item

Bullet points work well when you’re providing guidance, reminders, or background information.

Summary

• Use tasks for steps that need their own assignment
• Use subtasks for grouped actions completed together
• Use bullet points for reference or guidance where no checkbox is needed

Choosing the right structure makes your workflow easier to follow and ensures that tracking and reporting stay clean and accurate.

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