How to manage task visibility and prevent unwanted past tasks

When setting up a client workflow, incorrect start dates can cause Uku to generate tasks for past periods — cluttering dashboards with work that should never have appeared. The most effective prevention is reviewing the Repeats from date before confirming the workflow.

Quick answer

Before confirming a client workflow, always check the recurrence start date on each task. Do not copy workflows from other clients without adjusting the start dates. If past tasks were already created in error, delete them from the client’s Tasks tab.

Who can do this

• Company Admins and Company Members with access to the client’s workflow can review and correct start dates and delete incorrectly generated tasks.

Prevent incorrectly dated tasks

Always review the Repeats from date before confirming

When setting up a workflow — whether from a template, copied from another client, or built manually — check every task’s recurrence start date before clicking Confirm task plan. An incorrect Repeats from date is the most common cause of tasks appearing in wrong periods.

Be careful when copying another client’s workflow

If you copy a workflow from an existing client, all tasks carry over their original start dates. Review and update every task’s start date to the correct future date for the new client before confirming.

Set the Repeat tasks from selector to the correct period (current month, next month, current quarter, etc.) so recurring tasks start from the right point — not from when the original client started.

Clean up incorrectly created past tasks

If tasks were already generated for past periods in error:

1. Open the client’s profile.
2. Select the Tasks tab.
3. Identify the tasks that should not be there.
4. Open the More actions menu (three-dot icon) and select Delete.

General tips

• Regularly check task start dates when reusing workflows from other clients.
• Use the Status filter on the Dashboard to quickly identify tasks stuck in unintended states (for example, Delayed tasks from past periods).
• Perform periodic cleanups of task lists to remove obsolete or duplicate assignments.

Troubleshooting

Tasks keep appearing in past periods after setting up a new workflow

The workflow has a recurrence start date in the past. Open each task in the workflow, update the start date to today or a future date, and re-confirm. Delete any past tasks already generated.

Deleted past tasks reappear

The recurring task template is still generating them. Open the client profile, go to the Workflow tab, edit the recurring task’s start date, and then delete the unwanted tasks again.

Cannot delete tasks — the delete option is not available

Your role may not allow task deletion. Contact a Company Admin to verify your permissions or ask them to delete the tasks.

Copied workflow created duplicate tasks alongside existing ones

This happens when a new workflow is applied to a client that already has an active workflow with the same tasks. Review the client’s existing workflow before applying a new one and remove duplicate tasks manually.