Manage your inbox like a to-do list. Own actions, loop in teammates, and clear messages once the job’s done.
▶️ Watch: Mastering Task-Based Workflows
What Is a Task-Based Workflow?
In a Task-Based model, your inbox becomes your action queue - triage, act, and archive. This style is ideal when:
- You need to stay on top of your individual tasks
- Work is divided by action, not ownership
- Clear personal accountability is essential
“Our agency team handles actions as they come in - one person books the pilot, someone else may coordinate the crew change. We don’t assign full port calls; we just get things done.”
- Port Agency team using Stream
How It Works
In a Task-Based workflow, your productivity hinges on having the right Saved and Live Searches to surface what needs your attention - fast. Rather than constantly filtering or scanning your inbox manually, you’ll create a set of searches that act as your command centre.
Here are the core components:
| Search | Purpose |
|---|---|
| My Inboxes (Live) | Shows unassigned, untagged messages. Use it to pick up loose ends or check for triage gaps. |
| My Tasks (Live) | Displays all unarchived messages you're following, excluding completed tasks. Your daily to-do list. |
| Comments (Live) | Shows where you’ve been mentioned in comments. Don’t miss messages waiting on your input. |
| Everything Else (Saved) | Captures completed or closed tasks. Great for tidying. |
For setup help, check out Recommended Searches for Task-Based Workflows →
Once created, these will be saved to your sidebar to be checked daily. They’ll keep you laser-focused on what actually needs your input.
The Flow
-
Triage
My inboxes
→ Decide: Who is this for?
→ If you: Follow it so that it move toMy Tasks
→ If a colleague: Tag the appropriate colleague so that it moves to theirMy Taskssearch
→ No one: Archive it! -
Use
My Tasksas your to-do list
→ Action messages as needed
→ Add category tags to give visibility on context or status
→ Make notes in the activity panel if needed -
Review Comments for quick queries and conversations
→ Action, assign, or clarify in a comment - Archive for Team when the message is resolved
Try It Now
- Follow a message and confirm it appears in
My Tasks - Apply a category tag (e.g. “To Action”)
- Archive something you've finished for your team
What’s Next?
Once you’ve set up your searches and got control of your own work, it’s time to collaborate across the team.
➡️ Collaborate with Your Team →
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