Sub-tasks are where the real work happens.

They can:

• Collect structured answers

• Request files or signatures

• Share instructions, videos, or resources

• Guide someone step-by-step through a process

Think of the main task as the headline.
Sub-tasks are the actual experience.

Let’s break down how to use them intentionally.

What Are Sub-Tasks?

A sub-task lives inside a task.

It can:

• Ask for information

• Present formatted content

• Collect approvals

• Capture files

• Provide instructions

• Embed external tools

• Or simply guide someone through steps

You can mix instructional content and answer collection in the same task — making it both clear and actionable.

Two Primary Use Cases

Sub-tasks generally fall into two buckets:

1⃣ Information Collection

Gather structured data from customers or internal teams.

2⃣ Guidance & Instruction

Provide context, steps, or resources to help someone complete the work correctly.

The best tasks often combine both.

Sub-Tasks for Collecting Answers

If you need structured responses, use input-based components.

Form Inputs

These capture responses in a structured way:

• Text Input – Single-line text

• Text Area – Multi-line responses

• Number Input – Numeric only

• Date / Date Time – Calendar-based input

• Dropdown – Select one predefined option

• Single Choice / Multi Choice (Single-answer) – One selection

• Multiple Choice – Multiple selections allowed

• Yes/No – Binary selection

Use these when:

• You need consistent reporting

• You want to map answers to CRM fields

• You plan to trigger automations

• You need validation logic

💡 Tip: Structured inputs are easier to automate later than open text fields.

File & Signature Collection

Sub-tasks can also handle documentation and approvals.

File Components

• Request Files – Ask users to upload documents

• Share Files – Provide downloadable files

Signature Components

• Form Signature – Native signature capture

• Adobe eSign – Trigger an Adobe Sign workflow

Use these for:

• Contracts

• Security documentation

• Compliance confirmations

• Implementation prerequisites

Instructional & Informative Sub-Tasks

Not every sub-task needs an answer.

Sometimes the goal is clarity.

Static Content Components

These help guide users:

• Heading – Section titles

• Label / Paragraph – Descriptive content

• Link – External URLs

• Image – External image embeds

• Share a Video – Embedded or uploaded video

• Embeddable – External resource via URL

• Divider – Visual separation

These are perfect for:

• Step-by-step setup instructions

• “Before you begin” notes

• Expectations and timelines

• Training walkthroughs

• Loom videos

• Support documentation links

💡 A short embedded video dramatically improves clarity for first-time users.

Layout Components (Organizing the Experience)

When sub-tasks get more complex, layout helps.

Layout Options

• Columns – Side-by-side content

• Group – Logical grouping of elements

• List – Used for repeating components as needed

• Table – Structured layout

Use layout intentionally to:

• Reduce cognitive overload

• Organize long forms

• Separate sections clearly

• Create a clean, modern experience

Designing Sub-Tasks Strategically

Here’s how to think about it:

If the goal is data…

Use structured inputs.

If the goal is clarity…

Use headings, paragraphs, video, and layout.

If the goal is accountability…

Use required fields and signatures.

If the goal is automation…

Use dropdowns, yes/no fields, or structured values.

Internal vs Customer Experience

Sub-tasks can be:

• Internal-only

• Customer-facing

Before adding one, ask:

• Who needs to see this?

• Who needs to respond?

• Is this guidance or required input?

Design intentionally. Avoid clutter. Visibility is controlled at the task level — not the sub-task level.

That means:

• Internal-only tasks → all sub-tasks remain internal

• Customer-visible tasks → sub-tasks are visible in the portal

Plan your task structure accordingly when mixing instructional content and answer collection.

Best Practices

✔ Break complex tasks into smaller sub-tasks
✔ Use headings to guide users through sections
✔ Keep answer collection structured when possible
✔ Avoid long walls of text
✔ Add video for high-friction steps
✔ Use layout to improve readability
✔ Test in Portal Preview before publishing

✔ Consider utilizing the Task description when not collecting information

A Simple Example

Instead of:

Task: Configure SSO

Better:

Task: Configure SSO

Sub-tasks:

1. Heading – “Step 1: Confirm Your Identity Provider”

2. Single Choice – “Which SSO provider are you using?”

3. Paragraph – “Here’s how to find your metadata URL”

4. Text Input – “Paste your Metadata URL”

5. Request Files – “Upload your certificate file”

Now it’s guided, structured, and automation-ready.

Why This Matters

Sub-tasks aren’t just checkboxes.

They:

• Drive structured onboarding

• Improve clarity

• Enable CRM automation

• Reduce back-and-forth

• Create a polished customer experience

When designed well, they make your projects feel intentional, organized, and effortless.

And that’s the goal.