Completion Conditions
Completion conditions — labelled Done Conditions in the app — make sure a task is genuinely finished before anyone can mark it complete. They turn a vague "is this done?" into a short, explicit checklist: enter the final amount, upload the signed document, get the approval, wait for the other task to close.
Each condition is either required or optional. A task cannot move to Done while a required condition is still unanswered.
How It Works
- Someone defines the conditions when the task is created.
- You do the work on the task.
- You open the task and answer each condition — type a value, pick an option, upload a file, give an approval.
- Answered conditions turn green and get a strikethrough.
- Once every required condition is met, Mark Done becomes available.
If a required condition is still open, the task footer shows how many are left (for example, 2 condition(s) pending) and the Mark Done button stays disabled.
Conditions are answered from the Details tab of the task. See Task Details for the rest of the task view.
Setting Conditions on a Task
Done Conditions are defined in the New Task window, in the Done Conditions section. There are two ways to fill it:
| Way | What happens |
|---|---|
| Build them by hand | Click + Add Condition and configure each row yourself |
| Pick a Form Template | Choose a template in the Form Template (optional) field — its fields are copied onto the task as conditions |
This is the only place conditions can be set. After the task is created they can be answered, but not added, changed or removed — see Changing Conditions Later.
The condition row
Every condition you add by hand is one row with these controls:
| Control | What it does |
|---|---|
| Type dropdown | Chooses the kind of condition (see the table below) |
| Condition description (required) | The text the person doing the task will read. Required — the box turns red while it's empty |
| Required checkbox | Ticked by default. Untick it to make the condition optional (it won't block Done) |
| × | Removes the row |
Some types add extra settings under the row — a minimum and maximum, a list of options, accepted file types, and so on. Those are listed per type below.
Write the description as an instruction, not a title. "Attach the signed delivery note (PDF)" is far more useful than "Document".
Condition Types
This is the complete list, in the order it appears in the type dropdown.
| Type | What you set up | How it's answered |
|---|---|---|
| Checklist | Nothing extra | A single Complete button |
| Text | Nothing extra | Type a response, then Submit |
| Approval | Nothing extra | A reviewer clicks Approve or Reject |
| Number | Optional Min and Max | Enter a value, then Submit |
| Currency | Optional Min amount and Max amount | Enter an amount, choose a currency, then Submit |
| Date | Optional earliest and latest date | Pick a date, then Submit |
| Dropdown | Options (comma-separated) | Choose one option, then Submit |
| File | Optional Accepted types (for example pdf, docx) | Upload file — one or several files; the condition is satisfied by the upload itself |
| Dependency | Pick the task this one waits on | Mark Dependency Met, plus a View blocking task link |
| Formula | A Formula expression | Mark Formula Met |
Checklist is a single confirmation, not a list of tick boxes. If you need several items ticked individually, either add one Checklist condition per item or use a Form Template with a multi-checkbox field.
Notes on individual types
- Approval — the task can't be completed until a reviewer approves. See Approvals for who can approve and what happens next.
- Number and Date — an answer outside the range you set is recorded but shown in red, and the condition stays unmet until an answer inside the range is submitted.
- File — accepts several files. See The File Condition.
- Dependency — you choose the blocking task from a list of your team's open tasks (finished and cancelled tasks aren't offered). Until the dependency is met, the task card carries a Blocked badge.
- Formula — the expression you type is kept with the condition, but Arketic does not calculate it. The person doing the task confirms the condition with Mark Formula Met, so spell out in the description what has to be true.
The Currency Condition
Use Currency when the task needs a monetary figure recorded — a quoted price, an approved budget, a refund amount, a final invoice total.
When you define it
You set only an optional Min amount and an optional Max amount. Leave either blank to skip that limit, or both blank for no limit at all.
| Setting | Meaning |
|---|---|
| Min amount | The lowest amount that will be accepted |
| Max amount | The highest amount that will be accepted |
You do not pick a currency when defining the condition. The person answering it chooses the currency themselves — which keeps the same condition usable across teams and countries.
When you answer it
The condition shows an Amount box and a currency dropdown side by side:
| Field | Behaviour |
|---|---|
| Amount | Accepts decimals |
| Currency dropdown | Each entry shows the currency symbol and its code — for example $ USD. Just pick the one you need |
| Submit | Records the amount together with the chosen currency |
- If a minimum or maximum was set, an Allowed: hint appears under the fields so you can see the range before submitting.
- The currencies you used most recently move to the top of the dropdown, so repeat entries take one click. This is remembered for you personally, in the browser you are using.
- Once submitted, the answer is displayed as a properly formatted amount (for example, $1,250.00) alongside the name of the person who entered it.
The amount is checked against the allowed range when you submit. If it falls outside the range, the condition stays unmet — check the Allowed: hint and try again.
The File Condition
Use File when the task isn't finished until a document is attached — a signed form, a photo of the delivery, a report.
When you define it
The only setting is Accepted types: a comma-separated list of file extensions, for example pdf, docx. Leave it empty to accept any type.
When you answer it
- Click Upload file on the condition.
- Select one file — or several at once.
- While the files go up, the button shows the progress, for example Uploading 2 / 5….
When the upload ends you'll see a confirmation such as "5 files uploaded", and the condition is met — one file is enough. Under the condition you'll find the number of files (for example 3 files) and a row for each one, with the same preview, download and delete actions as on the Files tab.
The condition stays open for more: once it is met, the button reads Add more files, so you can keep attaching documents to the same condition.
Limits and messages
| Situation | What happens |
|---|---|
| A file is larger than 50 MB | It is skipped with a message that it exceeds 50 MB limit; the other files still upload |
| The task reaches its 25-file limit | The upload stops with "Per-task file limit reached — the remaining files were not uploaded." |
| Some files fail | A summary tells you how many uploaded, which ones failed and why |
| The condition lists accepted types | They are shown under the button after Accepted:, and the file picker offers only those types |
Good to know
- Each File condition keeps its own files, so several document requirements never get mixed up.
- Every file uploaded to a condition also appears on the task's Files tab and counts towards the task's 25-file limit.
- It works the other way round too: a file uploaded on the Files tab is counted towards the first open File condition whose accepted types match it.
Conditions From a Form Template
When a task is created from a Form Template, the template's fields are copied onto the task as conditions. These behave like normal conditions but can show richer inputs:
| Template field | How it appears on the task |
|---|---|
| Long text | A multi-line text box → Submit |
| Number | A number box → Submit |
| Date | A date picker → Submit |
| Multi-select checklist | A list of tick boxes — select several → Submit |
| Single choice | A set of radio buttons → Submit |
| Image upload | An Upload image button that accepts images — one or several; afterwards it reads Add more images |
Templates can also carry display-only items — headings, explanatory notes, and dividers. These are there to organise the form; they need no answer and never block completion.
Conditions that came from a template are marked with a small Template badge.
Template fields are snapshotted onto the task when it is created. Editing the template later does not change tasks that already exist. See Form Templates.
Answering Conditions
- Open the task from the board or the list.
- Stay on the Details tab and scroll to Done Conditions.
- Answer each condition using the control it shows.
- When all required ones are green, click Mark Done.
What each row shows
| Element | Meaning |
|---|---|
| Circle icon | Empty = not yet met, green tick = met |
| Description | What you're being asked for |
| Template badge | The condition came from a Form Template |
| Type tag | Which kind of condition it is |
* | The condition is required |
Once a condition is met, its row turns green and the description is struck through. Below it, the recorded answer is listed together with the name of the person who gave it — so there's a clear trail of who entered what.
Answer conditions as you go rather than saving them all for the end. A single missing file at 5pm is what keeps a task open overnight.
If Conditions Aren't Met
- The task can't move to Done. Mark Done stays disabled and the footer shows how many conditions are still pending.
- If the task has unmet Dependency conditions, a banner at the top of the section tells you how many — for example Blocked by 2 dependency tasks — and the task card on the board shows a Blocked badge.
- Use View blocking task on a dependency condition to jump straight to the task you're waiting on.
If the task also has an approval condition, Mark Done can send it to Pending Approval instead of Done. See Approvals.
Changing Conditions Later
Conditions are fixed once the task is created. There is no screen to add a condition to an existing task, to change one, or to remove one — not for the creator, and not for a manager or an admin either.
So:
- Check the conditions before you click Create. Read each description once more and make sure Required is ticked only where it must be.
- If a required condition turns out to be wrong or impossible, the task can't be completed as it stands. Create a new task with the right conditions, and ask someone who is allowed to delete tasks to cancel the old one.
- An optional condition never blocks. If it no longer applies, simply leave it unanswered.
Tips
- Keep descriptions specific. The person answering should not have to ask what you meant.
- Untick Required for nice-to-haves. Optional conditions still get recorded, but they never block the task.
- Set a range on Number and Currency conditions. It catches typos before they become reporting errors.
- Have files ready before you start closing a task. File conditions are the most common reason a task stalls at the last step.
- Follow up on dependencies early. A blocked task can't close until the task it's waiting on does.
- Reuse a Form Template when the same set of conditions comes up repeatedly — it's faster and more consistent than rebuilding them each time.
Related Pages
| I want to… | Go to |
|---|---|
| Add conditions while creating a task | Creating Tasks |
| See the rest of the task view | Task Details |
| Understand approval steps | Approvals |
| Reuse a set of fields | Form Templates |
| See blocked and pending badges on cards | Kanban Board |