Task statuses and the review and approval flow

2 min readChecked against the dashboard on 16 October 2026

Every task is in one of four statuses: To Do, In Progress, Review or Done. If someone else works on your task, it goes through Review before Done: they submit it, and you approve it or send it back.

Changing the status

Click the coloured status pill next to the task to pick any status. Moves you're not allowed to make are greyed out and show the reason.
Click the round button in front of the task to take the next step. Depending on the task, it does Submit for approval, Mark done, Approve or Reopen.
In the Board view, drag the card to another column.

Overdue isn't a status. A task shows as overdue when its due date has passed and it isn't Done.

Submitting for review

Moving a task into Review opens Submit for review. Under Notes for the reviewer, say what you did and where to check it. It's optional, but the reviewer reads it when deciding. Click Submit for review to notify the creator and the rest of the task.

Approving or sending back

Moving a task out of Review opens Review this task. It shows The work (the submitter's notes) and how many checklist items are done. You can also click Open the full task (details, files, comments). Then choose one:

Approve — the task moves to Done. A note is optional.
Send back to In Progress — a note is required so they know what to change. If you dragged the card to another column, the button names that column.

Everyone on the task is notified either way. Each step is kept under Review notes in the task panel.

Who can approve

The person who created the task, or a workspace owner or admin.
Never whoever submitted it or someone it's assigned to (unless they also created it).
The creator can skip review and mark their own task Done directly.
The person who submitted a task can withdraw it from Review themselves.
Only the creator or an owner or admin can Reopen a task that's done.

When a move is blocked

"Tick off every subtask before marking this task done." No one can complete a task while its checklist still has open items.
"Submit this task for approval before marking it done." You didn't create it, so it has to go through Review.
"Someone other than the person who did or submitted this needs to approve it."
"Only the person who created this task or a workspace admin can approve it or send it back."

Next: Notifications and due-date reminders.

Create and assign a taskOpen Action Board, click Add a task, type a title and press Enter. The task is added at the top and its side panel opens so you can fill in the rest.Task notifications, emails and due-date remindersThe Action Board tells people about the changes that need them. Each alert goes to the Notifications bell in the top bar and, for most events, by email too. Clicking an alert or an email opens that task on the board.What the Action Board is and where to find itThe Action Board is your workspace's shared task list. Open Marketing Manager → Action Board in the sidebar. Every workspace has one board, it is free on every plan, and everyone in the workspace sees the same tasks.Review and approve social postsThere are three ways to get a second opinion on social posts: send them to a teammate, share a link with a client, or require approval before anything publishes.

Ask Agent PK in your dashboard

Agent PK answers from these same articles, looks at your own account, and can do the task for you once you confirm. Open it from the top bar in the dashboard.

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