How to Configure Task Categories & Stages

How to Configure Task Categories & Stages in Momentum AMS
Tasks in Momentum AMS can be organized into Task Categories and broken down into Stages.

Task Categories group related tasks by type (e.g., Commercial Auto, Renewals, Marketing Follow-Up), while Stages define the specific steps to complete tasks in that category (e.g., Loss Runs, Signatures, Supplements).

Configuring these in Agency Customization standardizes your workflows, ensures consistency, and makes it easier for team members to know what to do next.

1️⃣ Access Task Category & Stage Settings

In the left navigation menu, click Miscellaneous.
Select Agency Customization.
Scroll to the Task Categories section.

2️⃣ Add a New Task Category

Click Add New Task Category and complete the following fields:

Section	Field	Description
General	Name*	The name of the task category (e.g., Commercial Auto, Homeowners Renewal).
	Description	Optional — a short explanation of what the category is for.
Stages	Name*	The name of the stage (e.g., Loss Runs, Signed Application).
	Description	Optional — more detail about the stage’s purpose.
	Assign to User	(Optional) Pre-assign this stage to a specific user.
Defaults	Status*	Default status when tasks in this category are created (e.g., Open, In Progress).
	Priority*	Default priority level (e.g., High, Medium, Low).
	Title*	Default title for tasks in this category.
	Description	Default description text that will appear in new tasks.
Additional	Days Until Due Date	Automatically set a due date based on this number of days after creation.
	Supervisor	Assign a default supervisor for tasks in this category.
	Assigned to	Assign a default user for all tasks in this category.
	Work Group	Assign a default work group for tasks in this category.

Fields marked with an asterisk () are required.*

3️⃣ Edit or Rename to “DoNotUse”

Edit – Click the category name to update its general info, stages, or defaults.
Rename to DoNotUse – If a category has been used in existing tasks, it cannot be deleted. Instead, rename it to DoNotUse – [Category Name] (e.g., DoNotUse – Renewals) so staff know not to select it when creating new tasks.

4️⃣ Using Task Categories & Stages

Once configured:

Categories and stages will be selectable when creating or editing tasks.
Stages appear in the Task Details and help track progress within that category.
Reports can be filtered by category, stage, status, or priority for workflow tracking.

5️⃣ Best Practices

Create categories that align with your major workflows (e.g., New Business, Renewals, Endorsements).
Keep stage names short but descriptive.
Use defaults to save time and ensure consistent task creation.
Rename unused categories to DoNotUse – [Category Name] instead of deleting them.
Periodically review categories and stages to keep them relevant.