Tasks & Forms

Learn how to create tasks and forms to collect information from clients.

Understanding Tasks and Forms

What Are Tasks?

Tasks are individual items you need clients to complete, such as:

• Answering questions
• Uploading documents
• Providing signatures
• Confirming information

What Are Forms?

Forms are collections of tasks organized into sections. For example, an intake form might have:

• Personal Information section
• Incident Details section
• Medical Information section
• Document Upload section

Creating Tasks

Task Templates

Create reusable task templates:

1. Go to Settings → Tasks
2. Click Create Task
3. Configure the task:
   • Name (e.g., "Upload Driver's License")
   • Description (instructions for client)
   • Type (text, file upload, signature, etc.)
   • Required or optional
4. Save

Task Types

Type	Use For
Text	Names, descriptions, explanations
Number	Amounts, quantities
Date	Dates and appointments
Yes/No	Binary questions
Dropdown	Single selection from options
Multi-select	Multiple selections
File Upload	Documents, photos
Signature	Electronic signatures

Address fields: You can ask for a full address in one field or use separate fields (street lines, city, state, ZIP) when you need structured answers. For Email, Phone, Short Text, and those separate address-style fields, you can turn on Allow multiple values so clients can add a primary answer plus additional lines when needed.

Creating Forms

Building a Form

1. Go to Settings → Forms
2. Click Create Form
3. Name your form (e.g., "Personal Injury Intake")
4. Add sections
5. Add tasks to each section
6. Configure conditional logic (optional)
7. Save

Case type labels in the UI

If the form is linked to a case type, that case type appears as a label on the forms list (Case Type column), on form detail and in the form editor header, and on cards in the form library when you add a form to a case type or campaign.

Adding Sections

Sections organize related tasks:

1. Click Add Section
2. Name the section
3. Add description (optional)
4. Drag to reorder

Adding Tasks

1. Click Add Task in a section
2. Search for existing task templates
3. Or create a new task
4. Drag tasks to reorder

Conditional logic

Use Show Condition on a task to control when it appears, based on answers (or completion status) on earlier questions. You can add multiple rules and choose AND (all rules must match) or OR (any rule can match).

Page visibility (on the section in the form editor) does the same style of logic for an entire page: the whole section is shown or hidden from the client based on earlier questions only. You can combine page visibility with per-task show conditions inside that section.

Operators depend on field type—for example Equals, Does not equal, Contains, Greater than / Less than (and “or equal to” variants for numbers and date/time fields), plus Is completed, Is not completed, and Has any answer when you need completion or presence checks without typing a value.

Example: If “Were you hospitalized?” equals Yes, then show “Hospital name” and “Upload hospital records.”

For supported field types you can also set a Disqualify rule so a specific answer ends the workflow (important for AI voice agents using the form). See Fields & Logic for detail and AI Agent Builder for call handling.

To set up a show condition:

1. Click the task in the form editor.
2. Open Show Condition.
3. Pick Match using (AND or OR), then configure each rule (question, operator, value if needed).
4. Use Add condition for additional rules.
5. Save the form.

To set up page visibility for a whole section, stay on the form canvas (no task selected is fine), find Page visibility on that section, and configure rules the same way—only questions from other pages appear in the picker.

Assigning Forms to Cases

Manual Assignment

1. Open a case
2. Go to Tasks tab
3. Click Add Form
4. Select the form
5. Form tasks appear on the case

Automatic Assignment

Set default forms for case types:

1. Go to Settings → Case Types
2. Select a case type
3. Set Default Form
4. New cases automatically get the form

Via Campaigns

Attach forms to campaigns so clients can complete them after calls.

Sharing Forms with Clients

Send Form Link

1. Open the case
2. Go to Tasks tab
3. Click Share Form Link
4. Choose delivery method:
   • SMS
   • Email
   • Copy link

Client Experience

Clients receive a secure link that:

• Works on any device
• Requires no login
• Saves progress automatically
• Shows completion status

Tracking Completion

On a Case

The Tasks tab shows:

• Overall completion percentage
• Status of each task
• Which tasks are pending

Across All Cases

1. Go to Tasks in main navigation
2. See tasks across all cases
3. Filter by status, due date, assignee

Form Statistics

1. Go to Settings → Forms
2. Click on a form
3. View Stats tab for:
   • Completion rates
   • Average completion time
   • Drop-off points

Sorting assigned cases

On a form's claim intake view, click the table headers to sort assigned cases by Name, To Do, Overdue, Completed, or Skipped task counts. Click the same header again to reverse the order, or switch to another header to sort by a different column.

Task Statuses

Status	Meaning
To Do	Not started
In Progress	Client has started
Completed	Finished
Overdue	Past due date
Skipped	Hidden by conditional logic

Frequently Asked Questions

Can clients save progress and return later?

Yes! Progress saves automatically. Clients can close and return to complete later.

How do I set a due date for tasks?

When adding a form to a case, you can set due dates for tasks. Or configure default due dates on task templates.

Can I edit a form after it's assigned?

Yes, but changes only affect new assignments. Already-assigned forms keep their original configuration.

What file types can clients upload?

Common document and image types: PDF, DOC, DOCX, JPG, PNG, GIF. Configure allowed types per task.

How do I require e-signatures?

Add a Signature type task to your form. Clients sign on their device screen.

Can I see who completed a task?

Yes, the task shows completion time and any values entered.

Help Center Articles

• Smart Tasks & Forms in Kayse — Complete guide to Smart Tasks, Forms, task types, and delivery channels
• Mapping Tool and Task Mapping Guide — How imported file data can become Kayse fields, task answers, and CRM-ready mapped values
• Resending Task Links — How to resend individual task links (Forms, Document Upload Links, etc.)
• Tasks on the client profile — Work a client’s case tasks from the contact profile Tasks tab

Related Product Docs

• Tasks
• Forms
• Cases
• Automations