What tasks are
A task is a small unit of work tied to a specific case. Each task has a type, a deadline, and an access level that determines which party can see and act on it. Tasks appear in the Tasks menu in each party's portal, where they can be filtered, postponed, or reassigned.
Why tasks matter
Tasks ensure that no required action is missed during the debt collection process. When a client creates a case, the assigned collection partner receives a task to verify it. When someone sends a chat message, the other party receives a task to reply. This structured approach keeps cases progressing and holds each party accountable for their responsibilities.
How tasks are created
Tasks are created automatically by the platform in response to specific events. The main triggers are:
New case submitted: When a client creates a case, a "Review New Case" task is created for the assigned collection partner to verify the case details.
Chat message sent: Every message in the communication center generates a "New Message" task for the other party so no question goes unanswered.
Monthly case survey: While a case is active, a periodic "Update Case Status" task is created for the collection partner to provide the client with a progress update.
Quote requested: When a case requires a custom quote (outside the standard contract), a "Provide Quote" task is created for the collection partner. Once quotes are submitted, a "Select Quote Winner" task is created for the client.
Task types
Each task has a type that indicates what action is needed. The table below lists all task types.
Task type | Created for | Description |
Review New Case | Collection Partner | Verify that a newly submitted case is correct before collection begins. |
Update Case Status | Collection Partner | Respond to a periodic case survey from the client. |
New Message | Client or Collection Partner | Reply to a chat message in the shared case thread. |
Provide Quote | Collection Partner | Submit a custom quote for a case that falls outside the standard contract. |
Select Quote Winner | Client | Choose which collection partner quote to accept. |
Review Partner | Client | Review the collection partner after case completion. |
Invoice & collect payment from client | Collection Partner | When a case is solved and the payment went to the client, the partner invoices the client for the commission. |
Chase Payment & Start Collection | Collection Partner | Start collection on an unpaid commission invoice. |
Generic | Client or Collection Partner | A general-purpose task without a specific workflow. Stays open until manually closed. |
All task types except Generic are closed automatically by the platform once the corresponding action is completed.
Access levels: who sees which tasks
Each task is assigned an access level that controls which party can see and manage it:
Partner: The task is visible only to collection partners.
Creditor: The task is visible only to clients.
Tasks assigned to one party are not visible to the other. This separation ensures that each party sees only the action items relevant to them.
Deadlines
Tasks are assigned deadlines calculated in business days (weekends excluded). The original deadline is preserved for reporting purposes even if the deadline is later adjusted. Users can postpone deadlines directly from the Tasks menu when more time is needed.
Managing tasks
Clients and collection partners manage tasks in the Tasks menu within their respective portals. From there, each party can:
View both open and completed tasks.
Filter tasks by type, due date, or assigned user.
Adjust deadlines when more time is needed.
Assign or reassign a task to another user within their organization.
Where to find tasks in the platform
AI-powered automatic cleanup
Chat-related tasks ("New Message") can accumulate quickly. To prevent task overload, Debitura runs a nightly process that uses AI to evaluate overdue chat tasks. The AI reviews the recent conversation and determines whether a reply is still reasonably expected. If no reply is needed (for example, the last message was a simple confirmation or acknowledgment), the task is automatically resolved. If the AI cannot make a clear determination, the task remains open for manual review.
This automatic cleanup runs separately for both client and collection partner chat tasks, keeping each party's task list focused on items that truly require attention.
Impact by actor
Client: Receives tasks to select quotes, review partners, and respond to chat messages. Clients manage their tasks in the client portal and can filter, postpone, or reassign them within their organization.
Collection Partner: Receives tasks to verify new cases, provide status updates, submit quotes, respond to chat messages, and handle commission-related actions. Collection partners manage their tasks in the partner portal.
Debitura (platform): Creates tasks automatically in response to case events, enforces access-level visibility, calculates deadlines in business days, and runs AI-powered nightly cleanup of stale chat tasks.