Creating subtasks can be a useful tool to adding additional levels of review as well as leaving review notes!

Creating a Subtask

1. Hover over a task and select the "+Subtask" button that appears at the right most part of the task

   

2. Create a subtask and assign preparers and reviewers just as you would for a primary task. You'll note that a new line appears in "Summary" referencing the parent task:

   

3. After saving the task you will be able to link dependencies just as you would for a parent task, which can be useful features in enforcing some of the additional review steps below!

Converting a Task to Subtask

Numeric makes it easy to convert tasks to subtasks:

Convert Tasks to Subtasks

1. Open up the Numeric bulk editor by clicking on the white box that appears next to an existing task name. Refer to📄 Making Bulk Editsfor additional information.

2. Select one or more tasks by checking the white boxes next to a task name.

3. In the bulk editor at the bottom of the page, select Make Subtask:

   

   1. When turning an existing task into a subtask, you need to name the parent task. Use the search box to find the relevant parent task.

   2. Once you've selected the parent task, select "Save".

   3. After selecting "Save", you will be prompted to determine whether the change should be applied to only the current period or both the current period and future periods.

Converting a Subtask to a Parent Task

Convert a Single Subtasks into Parent Tasks

1. Click on the name of the existing subtask

2. Select the three dots in the top right of the task sidebar

3. Select "Make parent task"

   

Convert Multiple Subtasks into Parent Tasks

1. Open up the Numeric bulk editor by clicking on the white box that appears next to an existing task name. Refer to📄 Making Bulk Editsfor additional information.

2. When turning an existing subtask back into a parent task, you must first have selected a subtask.

3. After selecting a subtask, click on Make Parent

   

4. You will be prompted to determine whether the change should be applied to only the current period or both the current period and future periods.

Importing a Subtask

Numeric supports importing subtasks along with the parent task using the CSV import feature. To import the subtask, provide the category, task name, frequency and also provide the exact name of the parent task in a column called "Parent Task".

Refer to📄 Importing An Existing Checklistfor additional information on how to import checklist tasks into Numeric.

Additional Subtask Use Cases

Multiple Reviewers

Subtasks are a great way to reflect the need for additional reviews on a task! The use of dependencies can enforce the timing of when secondary reviews are completed.

Subtask Dependency

In order to enforce the need for multiple reviewer sign-offs, a dependency should be created between the subtask and the original parent task.

Multiple Reviewers (Strict Ordering of Review NOT Required)

In the event of a task where there are two reviewers, but the order of their review is not critical to task completion, tasks and subtasks can be structured as follows:

In this example, the first reviewer is listed as a reviewer on the primary task. The secondary reviewer is listed as the preparer on the subtask with dependency. If the secondary reviewer goes to submit before the task is submitted, they will receive an alert highlighting which task is not yet submitted:

As soon as the preparer of the primary task submits, the dependency will be resolved for the secondary reviewer.

​Multiple Reviewers (Strict Ordering of Review IS Required)

When the order of the first and second reviewers is important to the task completion, the subtask should be structured with both reviewers on the subtask itself. The first reviewer will be the preparer of the subtask. The secondary reviewer will be the reviewer of the subtask.

In the above structure, the first reviewer (Connor) is blocked by the dependency until the preparer (Anthony) submits the primary task. The secondary reviewer (Parker) is blocked from completing their review until the first reviewer (Connor) has submitted the subtask.

Review Notes

Subtasks are a great way to create one-time action items on a specific task for your team members. This ensure that these action items will be resolved as they will remain open until submitted.

Best practice for creating a review note is to prepare an identifier indicating it is a review note and then put a brief name for the note. Any additional commentary or details can be added within the description section of the subtask. Set the frequency of the review note to one time so it does not rollforward each month.

Note: It's important to hit "Save" after changing the frequency from Monthly to One Time.

In the above example, the person leaving the review note assigned both a preparer and reviewer. This ensures that someone reviews the response or action before the review note (subtask) is closed out. An alternative approach would be to only assign a preparer which means the note can be closed out by the assigned team member.