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Create Task

Step-by-step instructions to create and manage tasks in CA Cloud Desk for CAs and tax professionals.

Overview

In CA Cloud Desk, a Task is a structured work item used to track client work such as ITR filing, GST returns, audits, and compliance activities. Tasks help tax professionals break work into clear, assignable items with due dates and priorities.

Using the Task Module, partners and team members get a single view of all open work, who is responsible, and what is due when. This is critical during peak seasons when you need to manage hundreds of client deliverables without missing a deadline.

Stay on top of deadlines

Track due dates for every client task in one place.

Assign ownership

Delegate work to team members with clear responsibility.

Maintain audit trail

View full task history, comments, and document changes.

Step-by-Step Instructions

1

Navigate to Task Module

From the main CA Cloud Desk dashboard, open the Task Module to see all tasks across your firm.

In the left navigation, click Tasks under the Task Management section to open the Task Module dashboard.

Task Module Dashboard with sidebar navigation and task list
Figure 1: Task Module dashboard with navigation highlighted.

You can also use the keyboard shortcut Ctrl + T (Windows) or Cmd + T (Mac) to open the Task Module directly.

2

Click “Add New Task”

Use the main action button to start creating a new task.

Add New Task button in the Task Module
Figure 2: “Add New Task” button in the top-right corner.

You can also right‑click in the task list and select New Task, or use the shortcut N when focused on the task grid.

3

Enter Task Details (Title, Due Date, Assigned To, Priority)

In the task creation form, fill in the key fields so your team understands exactly what needs to be done.

Title *
A clear, descriptive task name. Example: “ITR Filing – Sharma Enterprises – AY 2024‑25”.
Due Date *
The final date by which this task must be completed. Use internal review buffers before statutory deadlines.
Assigned To
Select one or more team members responsible for the task. You can also assign it to yourself.
Priority
Choose Low, Medium, High, or Critical based on the importance and urgency of the work.
Create Task form with title, due date, assignee and priority fields
Figure 3: Create Task form with core task details.

Avoid vague titles like “Work on taxes”. Instead, specify client, period, and activity – for example, “Prepare GST-3B – ABC Traders – March 2026”.

4

Add Description & Attach Documents

Use the description and attachments to give assignees everything they need to complete the task without back‑and‑forth.

Add clear instructions, client context (PAN, GSTIN, case IDs), and any special notes. Attach supporting documents such as working papers, previous year returns, ledger extracts, or client emails.

Task form showing description box and attachments area
Figure 4: Description and attachment section in the task form.
5

Save and Notify Assignees

Once all details are filled, save the task and notify assignees so work can begin.

Check Notify Assignees (if available) so the assigned users receive an email and in‑app alert about the new task.

Save task button with Notify Assignees option
Figure 5: Save & notify options while creating the task.
Your task is now live

The task will appear on the assignee’s task list and dashboards. They can start work, add comments, and update the status as they progress.

Best Practices

📌 Use descriptive, client‑specific task titles

Include client name, work type, and period in every task title. This makes search, filters, and reporting significantly easier.

🏷️ Tag clients and services consistently

Use standard tags such as ITR, GST, Audit, TDS, and client groups so partners can filter tasks during review.

⏰ Set reminders ahead of statutory deadlines

Configure reminders a few days before filing dates to allow for internal review, corrections, and final sign‑off.

👥 Balance workload across team members

Before assigning, quickly check workload views so no one is overloaded during peak periods.

📁 Attach working papers and approvals

Attach key working files and approvals to the task so the complete audit trail stays with the work item.

FAQs

To edit an existing task:

  • Open the Task Module and search or filter for the task.
  • Click the task row or title to open the task details panel.
  • Click Edit, update any fields (title, due date, assignee, priority, description, etc.).
  • Click Save to apply your changes.
  • If notifications are enabled, assignees will be informed about critical updates (like due date changes).

Each task maintains a full history so you always know who did what and when:

  • Open the task from the Task Module.
  • Go to the Activity or History tab within the task details.
  • Review entries for creation, status changes, reassignment, due date updates, and comments.
  • Use filters (where available) to show only comments, status changes, or file updates.

Common issues and their solutions:

  • “Due date cannot be in the past” – Select today or a future date; back‑dating may be restricted by your admin.
  • “File size exceeds limit” – Compress large PDFs or split files; consider linking to a shared drive for very large data sets.
  • “Assignee not found” – Ensure the user is active in CA Cloud Desk and has access to the workspace/client.
  • Task not visible to team member – Check filters, status (e.g., Closed), and whether the user has permission for that client or project.
  • Notifications not received – Confirm the “Notify Assignees” option and verify the user’s email notification settings.