Recurring Tasks

Documentation Index

Fetch the complete documentation index at: https://docs.keystn.com/llms.txt

Use this file to discover all available pages before exploring further.

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How recurring tasks work

A recurring schedule is a configuration that tells Keystone to automatically create a new task at regular intervals. Each time the schedule triggers, a new standalone task is created with the schedule’s title, description, priority, and assignee. The generated tasks appear in the main task table like any other task.

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Lifecycle

1. You create a recurring schedule with a frequency, start date, and other settings.
2. Keystone checks active schedules and, based on the lead days setting, creates tasks in advance of each occurrence.
3. The generated task has a due date calculated from the occurrence date plus the due-days-after offset.
4. The schedule records the last date it generated a task so it does not create duplicates.
5. The cycle continues until the schedule is deactivated or its end date is reached.

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Creating a recurring schedule

1. Navigate to Tasks > Recurring in the sidebar and click New Schedule.
2. Fill in the schedule details:

4. Click Save.

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Recurrence patterns

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Daily

A task is generated every day. No additional configuration is needed beyond the start date. Example: Daily cash reconciliation task created every morning.

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Weekly

A task is generated once per week on a specific day.

• Recurrence Day — Day of the week: 0 = Sunday, 1 = Monday, 2 = Tuesday, …, 6 = Saturday. Defaults to Monday (1) if not specified.

Example: Weekly pipeline review task generated every Monday.

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Monthly

A task is generated once per month on a specific day of the month.

• Recurrence Day — Day of the month (1-31). If the month has fewer days than specified (e.g., day 31 in a 30-day month), the task is created on the last day of the month.

Example: Monthly compliance report due on the 15th of each month.

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Quarterly

A task is generated once every three months on a specific day.

• Recurrence Day — Day of the month (1-31), following the same last-day-of-month logic as monthly schedules.

Example: Quarterly HMDA data review due on the 1st of each quarter’s first month.

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Annually

A task is generated once per year on a specific month and day.

• Recurrence Month — Month of the year (1 = January, 12 = December). Defaults to January if not specified.
• Recurrence Day — Day of the month (1-31).

Example: Annual BSA/AML policy review due on March 1 every year.

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Lead days and due-days-after

These two settings control when a task is created relative to when it is due.

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Lead days

The number of days before the occurrence date that the task is created. This gives the assignee advance notice and time to prepare.

• Default: 7 days
• A lead-days value of 0 means the task is created on the occurrence date itself.
• A lead-days value of 14 means the task appears two weeks before it is due.

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Due-days-after

The number of days after the occurrence date when the task is due.

• Default: 0 (due on the occurrence date)
• A due-days-after value of 5 means the task is due 5 days after the occurrence.

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Example timeline

For a monthly schedule set to the 1st of each month, with 7 lead days and 3 due-days-after:

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Managing recurring schedules

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Viewing schedules

Navigate to Tasks > Recurring to see a list of all recurring schedules. Each entry shows:

• Schedule title
• Recurrence pattern (e.g., “Monthly”)
• Assignee
• Active/inactive status
• Number of tasks generated so far

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Editing a schedule

1. Click a schedule to open its detail view.
2. Click Edit.
3. Modify any fields.
4. Click Save.

Changes apply to future task generation only. Tasks that have already been created are not modified.

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Activating and deactivating

Toggle the Active field to control whether a schedule continues generating tasks:

• Active — Tasks will be generated on the next occurrence.
• Inactive — No new tasks will be generated until the schedule is reactivated.

This is useful for temporarily pausing a schedule (e.g., during a company restructuring) without deleting it.

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Deleting a schedule

1. Open the schedule’s detail view.
2. Click Delete.
3. Confirm the deletion.

Deleting a schedule is permanent. Tasks that were already generated from the schedule are not deleted — they continue to exist as standalone tasks.

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Generated tasks

Tasks created by recurring schedules are standard Keystone tasks. They appear in the main task table and can be:

• Edited (change title, description, assignee, priority, due date)
• Completed, cancelled, or deleted
• Assigned subtasks and comments

Each generated task includes a link back to its originating recurring schedule for reference.

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Best practices

• Set realistic lead days — Give assignees enough time to prepare. A quarterly compliance review might need 14 lead days; a daily reconciliation might need 0.
• Use due-days-after for grace periods — If the work should start on the occurrence date but has a few days for completion, set due-days-after accordingly.
• Combine with categories — Assign a category (e.g., Compliance, Licensing) to each recurring schedule so generated tasks are automatically categorized and filterable.
• Set end dates for temporary schedules — If a recurring task is only needed for a specific period (e.g., during an audit cycle), set an end date rather than remembering to deactivate it later.
• Review active schedules periodically — As processes change, deactivate or modify schedules that no longer apply. Stale recurring tasks create noise and reduce trust in the task system.
• Monitor overdue counts — If recurring tasks are consistently going overdue, it may indicate that the frequency is too high, the lead time is too short, or the assignee is overloaded.