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Tasks FAQ and Best Practices

May 22, 2026
Contributed by: 
P
  • What are Tasks?
    • Tasks is a centralized place to view and manage work items in ShareFile. It helps teams track task status, owners, and due dates in one workflow. In this FAQ, a task is any work item that needs action. Request Lists, Forms, and Signatures are all task types. Currently, Tasks supports Request Lists and Forms. Signatures are not supported.
  • Who can use Tasks?
    • The Tasks page is available to customers on Premium plans and higher. If your account already has access to Projects, Tasks is included automatically. If you do not see Tasks in navigation, contact your ShareFile account admin.
  • How are Tasks different from Projects?
    • Projects organize broader work, while Tasks focuses on day-to-day execution. Many teams use both together: Projects for structure and Tasks for action tracking.
  • Is Tasks replacing Request List?
    • Tasks is part of the newer collaboration experience and helps you track Request Lists across projects.
  • Why do I not see any tasks?
    • The first time you access the Tasks page, it is automatically populated with tasks from your existing projects. If your tasks list is empty, the most common reasons are:
      • You do not have any tasks or projects in your account
      • You have not created any tasks yet
      • You have not been assigned any tasks yet

    Try clearing filters, confirming assignments, and checking with your admin.

  • Can clients complete tasks created from the Tasks page from the client portal?
    • Yes, if tasks are shared with client contacts through your configured workflow. Your experience may vary based on portal and account settings.
  • Can clients create or assign tasks?
    • No, clients cannot create or assign tasks.
  • Can I create tasks without creating a project first?
    • Yes. Standalone tasks are supported so teams can start work quickly, then organize work as needed.
  • Where can I access standalone tasks?
    • You can access standalone tasks from the Tasks page. Tasks created from Tasks do not require project selection. If a project is not selected, the task is standalone. You can also open a standalone task from its in-app or email notification.
  • Can I move an existing standalone task into a project later?
    • This feature is not available yet. If this is critical for your process, contact ShareFile Support for the latest account-specific guidance.
  • Will I receive notifications for task updates?
    • Yes. Task activity can generate in-app and email notifications based on your account settings and notification preferences.
  • Can I edit or reassign any task?
    • Not always. Editing and reassignment depend on your role, assignment state, and access to the related project or workspace context. If an action is unavailable, contact your account admin.

Best practices

We recommend:

  1. Start simple: assign an owner, due date, and clear task title.
  2. Keep task names action-oriented. For example, “Upload signed engagement letter.”
  3. Use consistent conventions for when to use task types such as Request Lists and Forms.
  4. Review open tasks weekly to keep status and ownership current.

Common issues and troubleshooting

  • The Tasks page loads slowly
    • If page or table load is slower than expected:
      • Refresh the browser and retry
      • Reduce broad searches and apply narrower criteria
      • Check network stability and browser performance

    If the issue persists, capture a timestamp and share it with ShareFile Support.

  • I cannot sort or filter the way I expect
    • Sorting and filtering capabilities may vary by rollout stage and account configuration. If controls are missing or limited, check with your admin or ShareFile Support.
  • I changed a task but another user cannot see it
    • This is typically a permissions or assignment visibility issue. Confirm:
      • The task is shared with the expected user.
      • The user has access to the related context (such as project or client workspace).
      • The user refreshes their page/session.
  • I am unsure whether to use different task types
    • General guidance:
      • Use Request List when requesting specific files or documents
      • Use Forms when you need clients to provide structured responses
      • Use Projects when you need to organize information into a workflow or different task types

When to contact Support

Contact ShareFile Support if:

  • The Tasks navigation item is missing for your users
  • Task visibility or permissions appear inconsistent
  • You observe recurring load or performance issues
  • You need guidance for migrating a legacy request workflow

Include: account name, user role, affected task or project, and approximate timestamp to speed up investigation.

Tasks FAQ and Best Practices
May 22, 2026
Contributed by: 
P
May 22, 2026
Contributed by: 
P

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