How to monitor task status using custom fields?
TL;DR: Create a custom field with the Choice input type to define job stages, then attach it to tasks so you can track progress and sort by status in reports.
Who can do this
Managers or admins with access to Settings & Apps can create and configure custom fields
Any team member can update custom field values on tasks assigned to them
Why use custom fields for task status?
For larger jobs, it is important to know at what stage the work is. Uku lets you create custom fields with defined stages so you can see exactly what has been completed and what remains. This is especially useful for multi-step processes like payroll or annual returns.
Creating a custom field for job stages
Create a new custom field under Settings & Apps by opening the Tasks app.
Set the Input type to Choice.
Define the stages you want to track, entering each stage on a separate line.
Save the custom field.
Prefix each stage with a number (e.g., "1. Documents received", "2. Data entry", "3. Review") to get a sequential overview when sorting in reports.
Editing stages later
You can edit the wording of any stage or change their order at any time by reopening the custom field in Settings & Apps.
Attaching a custom field to a task
Open the task you want to track (from the Dashboard, Calendar, or client profile).
Click Custom fields in the task edit view.
A list of all custom fields you have created will appear. Select the appropriate field for this task.
Choose the current stage from the dropdown.
Save the task.
For recurring tasks, attach the custom field to the recurring task definition so it appears automatically on every occurrence.
Using custom fields for other purposes
Custom fields are not limited to task status. You can also use them to define contract status or any other categorization that helps your team organize work.
Viewing custom fields in reports
Open Report from the main menu.
Click the table columns button in the report header.
Select the custom field you want to display as a column.
Click the column header arrow for the custom field to sort tasks by their stage in sequential order.
If you use these report settings frequently, learn how to save your report.
Troubleshooting
Custom field does not appear on a task: You must explicitly add the custom field to each task (or recurring task template). Custom fields are not automatically attached to all tasks.
Stages are not sorting correctly in the report: Make sure each stage is prefixed with a number. Uku sorts choice values alphabetically, so numbering ensures the correct sequential order.
Custom field is missing from the report columns: Click the table columns button in the report header and select the custom field. Only fields that have been selected will appear as columns.
Changes to stage names do not update existing tasks: If you rename a stage in the custom field settings, tasks that already had the old value may need to be updated manually to reflect the new stage name.
