Tasks & Workspace

Every drawing has a linked task on the Kanban board. You can also create standalone general tasks — for follow-ups, coordination items, site actions, or any work that isn't tied to a specific drawing. The Workspace page is where all of that work comes together across projects.

Task types

The Workspace page

The Workspace page (Workspace in the nav) is the sprint board: drawing tasks, general tasks, open vendor requests, and pending reviews. Sprint and assignee sit on the bar. The board opens on the current sprint (or a project sprint, if the firm plans per project). Choose All work to see items that are not in a sprint.

Sprint and assignee stay on the bar. More filters (project, type, status, deadline) sit under Filters. Views stay in the URL so you can bookmark a board and share it with the team.

Kanban board

The board has six execution columns:

Moving a task to On Hold

When a task is moved to On Hold, Beech requires a written reason before the move completes. This reason, the timestamp, and who made the decision are permanently recorded in the task's status history. This is the "defensible record" — if someone later asks why a task wasn't delivered on time, open the task history and the full hold/resume trail is there, copyable as a summary with one click.

Blocked vs On Hold

These look similar but mean different things:

• Blocked — something external is in the way (vendor hasn't delivered, a dependency isn't resolved, waiting on client feedback). Often set automatically by Beech. The assignee did not choose this state.
• On Hold — a deliberate human decision to pause this task and work on something else. Always set manually. Always requires a written reason.

Task detail panel

Click any task card on the board or any row in the list to open the task detail panel on the right side. The panel shows:

• Reference number, type badge, and title
• Status dropdown (with Send for review picker if moving to In-Review)
• Assignee (searchable)
• For drawing tasks: drawing number, section, dependencies, review cycle checklist, linked Vault files and latest version download
• Linked Vault files (attach from the project Vault — upload happens in Vault, not on this panel)
• Comments thread
• Activity tab (status history and related events for this item)
• Time logged on this task
• Add to sprint (Managers)

Creating general tasks

Create a general task from:

• The project Work tab → + Add work → General
• The Workspace page → Add work button in the header
• A site visit — convert a follow-up action to a task with one click
• A meeting note — click + Create task on any meeting note card

Subtasks

Drawings and general tasks support checkable subtasks. Open a task detail panel and use the Subtasks section to add items, assign each subtask to a project member, reorder them, and mark them complete. Subtasks are useful when one drawing has a short internal checklist (for example, title block updates, dimensions pass, and annotation cleanup).

Workspace cards show subtask progress (done/total) so you can scan what is nearly complete before opening each task. Subtasks follow the parent task's project permissions and are not separate board cards.

Assigning work (Contributors)

Contributors can create projects, drawings, and general tasks, and can assign that work to any active member of the project. The same applies to subtasks, vendor requests, and review requests. Assignees must already be on the project team — Contributors cannot add people to a project. Contributors cannot delete projects or tasks.

Deleting tasks

Admins and Managers can delete tasks. Open the task detail panel and click the three-dot menu (⋯) in the panel header — "Delete task" is in that menu. A confirmation is always shown before deletion. For drawing tasks, deleting the task removes it from the board but the drawing itself remains in the project. Contributors cannot delete tasks.

Filtering the board by assignee or project

The board has a person filter chip row below the filters bar — click a team member's name to see only their cards across all columns. Combine with the project filter to see one person's work on one project.

Before you start

• Confirm you can open the relevant page and that your role has permission to perform the action.
• Identify the project, drawing, or task context before you start so updates are recorded in the right place.

Workflow checks and quality guardrails

• ✓

  Checklist item 1: Follow the Tasks & Workspace process in order and save frequently after each meaningful update.

• ✓

  Checklist item 2: Write enough context in notes or comments so another teammate can understand the change without asking you.

Common mistakes to avoid

• Skipping ownership or due-date details, which makes reporting and follow-up unreliable.
• Updating status without adding context, which creates confusion during reviews and handovers.

Troubleshooting

1. 1
   Troubleshooting step 1

   If an action is unavailable, verify role permission and whether required upstream fields are completed.

2. 2
   Troubleshooting step 2

   If expected results are not visible, check page filters and refresh to confirm synced state.

What to do next

1. Open /docs/home and continue with the next workflow.
2. Open /docs/reports and continue with the next workflow.
3. Open /docs/troubleshooting and continue with the next workflow.