**Source URL:** https://platform.veevavault.help/en/lr/40757/

# User Task Administration

This article includes information about tracking and configuring user tasks. For information about viewing and completing user tasks in your Vault, see Working with User Tasks. For information about workflow tasks, see Accepting & Completing Workflow Tasks.

A user task is an object record with the _User Task_ object class applied. A user task represents an individual unit of work. For example, a Clinical Research Associate at VeePharm may create user tasks to represent the work involved with bringing a site up to compliance after a site visit.

A user task is a record for any object with the _User Task_ class applied. Your can configure multiple user task objects, for example, _User Tasks_ and _Follow-Up Tasks_.

## Configuring a User Task

Your Vault includes a standard _User Task_ object, which Vault uses when you create tasks from the **Create** menu. However, you can configure multiple _User Task_-class objects in your Vault to meet your organization's process needs. For example, you could create a user task for ad hoc follow-up tasks and another for site initiation.

### User Task Object Relationships

Objects with the _User Task_ class applied can have a single parent relationship and multiple reference relationships. However, user tasks do not support inbound relationships.

### User Task Object Lifecycle

Objects with the _User Task_ class are automatically associated with the standard _User Task Lifecycle_ object lifecycle. You can customize the lifecycle as needed. Note that the _Open_ and _Complete_ lifecycle states are required for user tasks. Vault maps the _Open_ state to the _Initial_ lifecycle state type and the _Complete_ state to the _Complete_ state type by default.

## Assigning a User Task

Once you have configured any necessary objects, you can begin assigning user tasks to members of your Vault.

  1. Create a new object record in your chosen user task object from one of the following locations:
    * **Create > User Task** in the navigation bar
    * A related _User Task_ object section on an object's **Details** page.
    * **Business Admin > Objects > User Tasks**
  2. Enter a **Name** for your user task. This name appears in the default notifications and should be understandable to the assignee.
  3. Optional: Select a user to complete the task in the _Assigned To_ field.
  4. Select **No** from the _Completed_ field.
  5. Click **Save**.

The user you selected for _Assigned To_ receives a Vault notification that you assigned them a task. The user task now displays in that user's **My Tasks** view.

You will receive a notification once that user completes the task.

### Reassigning a User Task {#reassign_user_task}

To reassign a user task:

  1. Navigate to the user task.
  2. Click **Edit**.
  3. Choose a different user in the _Assigned To_ field. Vault send a notification to the previous _Assigned To_ user that the task has been reassigned to another user.
  4. Click **Save**.

Note that this notification occurs for reassigned user tasks. Different notifications occur for reassigned workflow tasks.

## Tracking Tasks (Activity Object)

The _Activity_ object is a system-managed, read-only Vault object that tracks user tasks and workflow tasks in your Vault. Vault creates new _Activity_ object records each time a user in your Vault saves a user task or a workflow task. You can view _Activity_ records from **Business Admin > Objects > Activities** or a custom object tab. You can also use the _Activity_ object in a report. Note that the _Activity_ object does not support parent relationships, and so you cannot create an _Activity_ report with up objects.

## Notifications

Vault sends notifications related to user tasks in the following situations:

| Occurs | Recipient | Object Message |
| --- | --- | --- |
| On task creation, on task reassignment | User Task Assignee | User Task Assignment (`user_task_assignment__v`) |
| On task reassignment | Previous User Task Assignee | User Task Reassignment (`user_task_reassignment__v`) |
| On task completion | User Task Owner | User Task Completed (`user_task_completed__v`) |

If you want to disable specific notifications, you can set the related object message to _Inactive_. To learn about editing notification message templates, see Email & Messages Administration.

## User Tasks & Workflow Tasks

Whether you should use user tasks or workflow tasks depends on your organization's needs, processes, and the specific task.

### Best Practices

If the unit of work is part of a broader, defined business process with a specific sequence, approvals, and branching decisions, configure a workflow task. If the unit of work is simply assigning and completing, or it is a set of activities related to another object record, consider using user tasks.

### Comparing User Tasks & Workflow Tasks

The table below compares user tasks and workflow tasks:

| Function | User Task | Workflow Task |
| --- | --- | --- |
| Name, Description, Status, Due Date, Task Owner | ✔ | ✔ |
| Support for Object Types | ✔ |  |
| Outbound Relationships to Custom Objects | ✔ | ✔ |
| Multiple Outbound Relationships | ✔ |  |
| Notifications and Listed on Vault Home Tasks Views | ✔ | ✔ |
| Consolidated Reporting Across Tasks | ✔ |  |
| Displays in Tabs and Pages | ✔ |  |
| Reminders |  | ✔ |
| Cascade Delete | ✔ |  |
| Deep Copy | ✔ |  |
| Notification for Task Creator when Assigned To User Completes the Task | ✔ | ✔ |
| Different Permissions by Task Type | ✔ |  |
| Create from Template (needs app specific footnote) | ✔ |  |