How to Use Task Categories and Stages

How to Use Task Categories and Stages
Momentum AMS uses Task Categories and Stages to organize tasks by line of business and workflow step. This structure helps teams manage high volumes of tasks across multiple insureds, departments, and deadlines — while maintaining clear visibility in the Task Overview Pipeline.

This article explains how Categories and Stages work, how to use them, and how to customize them for your agency’s workflows.

What Are Task Categories?

Categories are typically based on Lines of Business (LOB) or functional groupings. Examples include:

Commercial Auto
General Liability
Workers’ Comp
Professional Liability
Onboarding
Renewals
Claims

Each Category can contain its own set of workflow Stages to reflect the steps required for that LOB.

Think of Categories as "Task Boards" — like a digital workspace for each product or process area.

What Are Task Stages?

Stages represent the steps or milestones within a Category.

For example, the Commercial Auto category may include:

Loss Runs
Driver List
VIN Confirmation
Vehicle Schedule Update
Renewal Notice
Quote Review

Stages allow you to:

Track task progress visually in the Task Overview Pipeline
Filter and report on what’s open, overdue, or completed at each step
Assign ownership at specific stages of a workflow

✅ You can complete a task, move it to the next stage, or filter tasks by stage for reviews.

Why They Matter

Using Categories and Stages allows you to:

Organize task volume by department or workflow
Prioritize renewal and quoting activities
Reduce missed steps by standardizing processes
Visualize your workload in pipeline view
Enable better team handoffs and accountability

⚙️ How to Apply Categories and Stages When Creating a Task

When adding or editing a task:

Select a Category from the dropdown (required)
Choose a Stage within that Category
As the task progresses, update the Stage to reflect the next action (optional)

Tasks can be moved between stages using the Task Overview Pipeline (drag and drop) or by editing the task.

✏️ How to Customize Categories and Stages

Admins can define your agency’s custom workflows.

To add or edit:

Go to Miscellaneous → Agency Customization
Click “Tasks Categories & Stages” to add or rename Categories
Click “Add New” to create or Stages within each Category
Assign default roles, priority, or date intervals for category

You can also create Checklists or Important Dates tied to these workflows to enhance automation and tracking.