Create repeated quality work, verify scope and saved settings, and maintain its schedule and active state.
Product location: /qms/recurring-tasks/definitions. Select Active Definitions.
Open Quality (QMS) → Recurring Tasks → Task Definitions. A definition holds the reusable instructions and schedule. An instance records one occurrence of that work, such as the calibration review due on a particular Monday.
A definition created from the general Recurring Tasks page applies to the whole organisation. When you work within a standard, the form's Applies to field offers This standard (CODE), which is selected by default, or The whole organisation. A definition in a standard is listed and counted under that standard; an organisation-wide one appears on the general Recurring Tasks page. Check the saved standard association afterwards.
You need View dashboard to read recurring work and Manage settings to create or maintain definitions and perform occurrence actions. An assigned responsibility and permission to change the record are separate: check both before handing work to a colleague.
View | Use it to answer |
|---|---|
Active Definitions | Which schedules are enabled to generate future work? |
Upcoming Instances | Which generated occurrences still need attention? |
Completed History | What work has been recorded as completed? |
Calendar | On which dates do generated occurrences fall? |
The headline cards summarise active definitions, upcoming work this week, overdue work and completions this month. Open the underlying records to review the actual obligation and outcome.
If the figures, definitions or occurrences cannot be loaded, a notice such as The statistics could not be loaded., The definitions could not be loaded. or The occurrences could not be loaded. appears with Retry; the headline figures are hidden rather than shown as zero.
Product location: /qms/recurring-tasks/definitions. Choose Create Manually.
Choose Create Manually. Describe a repeatable activity with a clear completion criterion. For example, Weekly calibration record review can instruct the assignee to inspect the register, identify missing certificates, record the result and create follow-up work where needed.
Field | What to enter |
|---|---|
Task Name | A meaningful, tenant-unique name, up to 200 characters. Check existing and inactive definitions before creating another copy. |
Description | A short purpose statement that helps people recognise the work in a list. |
Detailed Instructions | The steps, source records, evidence to retain and outcome that counts as completion. |
Days before deadline to create instance | How early the occurrence should become available. The default is 7 days; choose 0–90 days. This is preparation time, not an extension to the due date. |
Schedule Type | The calendar pattern or fixed interval. The initial choice is Monthly, day 1. |
Activate immediately after creation | Leave selected when the definition is ready to generate work. Clear it while preparing a definition for later activation. |
Applies to | Shown when you work within a standard. Choose This standard (CODE) to keep the definition under that standard, or The whole organisation to list it on the general Recurring Tasks page. |
Write actionable instructions rather than relying on the title. “Review calibration” is less useful than “Check each active instrument against its current certificate, record exceptions and link the evidence reviewed.” Put a person's responsibility in the saved assignment when assigning an occurrence; a person's name in the instructions is explanatory text.
Product location: /qms/recurring-tasks/definitions. Choose Create Manually.
Enter Weekly calibration record review and its description and instructions.
Set Days before deadline to create instance to 3.
Choose Weekly and Monday.
Check the activation choice and, within a standard, Applies to.
Choose Create Definition once, then find the saved definition.
Reopen it and check the instructions, Monday schedule, three-day lead and active state.
For a definition created on Sunday 13 September 2026, the next Monday is 14 September. A three-day lead makes that occurrence eligible for generation immediately because its due date is already within the preparation window. The date remains Monday; the lead does not move the deadline to Friday.
Cancel closes the form without creating the definition. If a save is interrupted, check for the exact name before attempting another creation.
Product location: /qms/recurring-tasks/definitions. Select Active Definitions.
Check the name, description, source, schedule, standard association, active state and absolute Next Due date. The source badge distinguishes manual creation from AI-generated or other originating workflows; it is provenance, not an approval or completion result.
For standard-specific work, confirm that the saved standard matches the obligation and that you can find the definition from that standard's workspace. For organisation-wide work, use the tenant-wide view. If several definitions have similar names, open the intended record rather than choosing by its position in the list.
Next Due is the next date awaiting generation. After an occurrence is generated, the definition advances to its following date. The earlier occurrence can still be outstanding: review Upcoming Instances to find work that needs doing now.
Check responsibility on the generated occurrence as well as the definition's originating workflow. A saved default user or role supplies the assignment for newly generated work. Changing future responsibilities should be followed by a separate review of already generated, outstanding occurrences.
Product location: /qms/recurring-tasks/definitions. Select Active Definitions.
Use Show to list Active definitions (the default), Inactive definitions or All definitions, Schedule Type for its frequency and Search for the task name. Combine these with the intended standard scope. Clear filters when broadening the search, and choose Inactive definitions or All definitions when looking for paused work.
Use the definition row's View Instances action (calendar icon) to view its occurrences. The list is then limited to that definition and shows Occurrences of: NAME; choose Show all definitions to remove the limit. Check each occurrence's due date before taking action. Several occurrences can share the same activity name.
Long lists load in parts. Showing N of M below the list gives the full count; choose Load more to continue rather than assuming the first screen is the entire workload. An empty search means no records match the current scope and filters; it does not establish that the obligation has been completed.
Product location: /qms/recurring-tasks/definitions. Select Active Definitions. Select the intended row’s edit icon.
Open the row's edit action, change the relevant fields and choose Update Definition. Reopen the saved record to check the result. Cancel discards the unsaved edits.
Change | Check after saving |
|---|---|
Name, description or instructions | The new wording appears after reopening. Clearing optional text leaves it blank. The next scheduled date remains unchanged for a text-only edit. |
Schedule type or configuration | The saved pattern and next date match the new recurrence. Switching type resets its schedule-specific fields, so review them before saving. |
Generation lead | The preparation window reflects the new number of days. The due date still comes from the schedule. |
Active state | The saved state matches whether future generation should run. |
Schedule changes affect future generation. Review already generated occurrences separately; editing a definition is not an instruction to complete, skip or reschedule those records.
If another person changes the definition while you are editing, reload the current version, compare the changes and reapply only the intended correction. Keep the entered text until the save succeeds. A validation message should be resolved before retrying the save.
Product location: /qms/recurring-tasks/definitions. Select Active Definitions. Find the intended active definition and use its active-state toggle.
Use the Status toggle in the definition row to deactivate a definition when future generation should pause. Confirm the saved Inactive state. If the change cannot be saved, Could not change activation appears and the toggle returns to the saved state; reload and try again. Existing occurrences remain available with their dates and outcomes, so decide separately how to handle outstanding work.
To resume, set Show to Inactive definitions, locate the same definition, review its schedule and next date, then switch its toggle back to Active. Reusing the retained definition preserves continuity. Check the upcoming list and calendar after generation resumes, especially after a long pause.
Review any outstanding dates against the obligation before resuming. Deactivation is an operational pause; it does not remove the underlying obligation or record completed work.
Product location: /qms/recurring-tasks/definitions. Select Active Definitions. Select the intended row’s trash icon to review the confirmation.
Use deactivation when an established recurring obligation stops applying and its occurrences should remain available for review. Reserve deletion for an unused definition that should be removed.
Select the trash action and read Delete this recurring task?. Check the exact name before confirming. Cancel keeps the definition. After confirmation, verify that the intended record was removed; if the operation is refused, read the explanation and retain the record while deciding the appropriate next step.
Before deleting or deactivating, review outstanding occurrences, linked process work and the evidence retention needs of your organisation. Neither action substitutes for recording the outcome of work already generated.
