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Tasks and workflows

Tasks track the work that happens around each project. Use them for editing, album design, delivery prep, follow-ups, internal reviews, or any other operational step.

Tasks are internal studio work. Clients do not see task boards, task details, assignees, due dates, descriptions, or comments in the client portal.

Set up a task board

Go to Settings -> Task Boards. Each task board has ordered steps, which become columns on the Tasks page.

When you add a task board, LYGHTBOX starts it with To do, In Progress, and Complete. Rename, add, remove, recolor, or drag the steps into the order that matches your studio, such as Culling, Editing, Review, Album Design, and Delivery.

Use Actions to rename a board, set it as the default, create another board, or delete a board. The default board is selected when a task is created without another board already in context.

There must always be at least one task board and at least one step on each board. If you remove a step that contains tasks, choose another step for those tasks. If you delete a board with tasks, choose a different board and starting step before deletion.

Tasks page

Go to Tasks and select a board from the dropdown. Each column is one of the board’s steps.

To create a task:

  1. Select the + button in the step where the task should begin.
  2. Enter a name.
  3. Add an optional due date and description.
  4. Choose Low, Medium, High, or Urgent priority.
  5. Confirm the task board and select Create Task.

The task begins in the column where you selected +. If you change the board in the form, it begins in that board’s first step.

Drag a task card to another column to update its step. Moving a card only changes where the task sits on that board. A step named Complete does not automatically archive the task, complete a project, or change the project’s sales or fulfillment status.

Task details

Select a task card to open its details. From there you can:

  • Edit the name, due date, priority, and description.
  • Add or remove team assignees.
  • Open a linked project when the task was created with project context.
  • Add internal comments. Use Shift+Enter in the comment field to submit from the keyboard.
  • Archive the task to remove it from the active board.

Changes to the main task fields save as you make them. Comments keep internal progress attached to the task instead of burying it in team chat.

The task details do not currently provide a way to move a task to a different board or attach a project to a task created manually from the Tasks page. Choose the right board when creating a manual task. Project links come from supported project fulfillment and automation flows.

Project fulfillment tasks

Starting project fulfillment and creating the work task are related but separate actions. Under Settings -> Services, a service can be set to:

  • Start fulfillment without a task.
  • Ask whether to create a linked task.
  • Automatically create a linked task on the service’s selected task board.

When a task is created through Start Fulfillment, it links to the project. The project Fulfillment Tasks card shows these active fulfillment tasks, their board and step, and the next due date. Open the task board for full task details.

Moving that task across the board does not move the project through its lifecycle. Mark the project delivered with the project’s lifecycle action or the Mark Project Delivered shortcut in a linked fulfillment task. After marking it delivered, LYGHTBOX can also mark the linked fulfillment tasks complete and archive them when you confirm that separate step.

Automating tasks

Automations can create project-backed tasks for supported project milestones. In Settings -> Automations, choose a Create task action, destination board and step, task title, and optional due delay.

An automation-created task may link back to its project in task details, but the project Fulfillment Tasks card is reserved for tasks created through the Start Fulfillment flow.

Task permissions and task-board permissions can be assigned separately. If a teammate can use tasks but cannot change board setup, check their role in Settings -> Team.