Claiming a Task
When colleagues share work in Filenote AI, for example a support team member preparing outputs for an adviser, claiming a Task shows who's working on it right now.
Claiming a Task makes you its owner. It doesn't change the client or the adviser, and anyone else with access can still claim it later if it needs to change hands.
| In this article What you'll see when you open a Task Who owns a new Task Who can claim a Task Give a colleague access Troubleshooting Related articles |
What you'll see when you open a Task
You can open a Task from Tasks or from a link in an email. Either way, Filenote AI checks whether you can claim it:
| If the Task... | What you'll see |
|---|---|
| Is already yours | The editor opens as normal. |
| Has no owner, and you have access | Click Claim and open. |
| Is owned by a colleague, and you have access | Click Claim task back and open. |
| Is owned by someone else, and you don't have access | You'll see Task assigned to someone else. You can't open or claim it. |
| Changed while you were opening it | You'll see Task changed. Click Check and open to refresh. |
| ✓ What "Claim task back" means It simply means someone else currently owns the Task and you're taking it over. You'll see it even if you've never owned the Task before. |
Who owns a new Task
When a Task is created, Filenote AI gives it an owner based on where it came from:
| Where the Task came from | Who owns it first |
|---|---|
| Magic Studio | The person who clicked Generate |
| Magic Studio, run by support staff for an adviser | The support team member. The adviser can claim it later. |
| Teams meeting organised by the adviser | The adviser, as the recording owner |
| Teams meeting organised by an assistant | The assistant, if they're set up as an Additional Meeting Organiser |
| Zoom or other automated meeting | The person who can claim it. If more than one person can, it starts unclaimed. |
| Assigned manually | Whoever was chosen in the Task owner menu |
The Adviser column always shows the adviser the Task was created for, even if a support team member generated it.
Who can claim a Task
You can claim a Task from someone else if:
- You're the client's adviser. If support staff create an output for one of your clients, they own it first, but you can claim it back.
- You have Full task visibility for the adviser. Support team members with this setting can review, claim and action the adviser's Magic Studio Tasks.
- You're an Additional Meeting Organiser. You receive the recording Task for Teams meetings you organise for an adviser, and the adviser can claim it from you.
- You attended the Teams meeting. Active users in your organisation who are on the Teams attendee list can claim the Task.
| ? Copy users Being a Copy user only sends you an email about the output. It doesn't let you claim the Task. Support staff need Full task visibility to work on Tasks in the platform. |
| ⚠ Important Claiming doesn't lock the Task. It changes the owner, but doesn't close the editor for anyone else. Don't edit a Task at the same time as a colleague, or you may overwrite each other's work. Others can still claim it. Anyone with access can claim the Task again if it needs to change hands. Access changes only apply to new Tasks. To give a colleague an older Task, assign it to them in the Task owner menu. Claiming is for active Tasks. Reopening a completed Task is a separate step: see How to Re-run or Add Output on a Finalised Task. |
Give a colleague access
Administrators and advisers can set this up in Settings / Organisation / Team & Support Access. For each licensed user, there are two separate options:
| Option | Use it for |
|---|---|
| Additional Meeting Organiser | Colleagues who create Teams meetings on the adviser's behalf |
| Full task visibility | Support staff who review and action the adviser's platform Tasks, such as Magic Studio outputs |
If an assistant does both, add them to both lists. For step-by-step instructions, see Managing Team & Support Access.
Troubleshooting
| Problem | What to check |
|---|---|
| A support user can't see a Magic Studio Task | They need Full task visibility, set up before the Task was created. Being an Additional Meeting Organiser or a Copy user isn't enough. |
| An adviser can't see a Task their support staff created | Check the right client was selected when the Task was created, and that the adviser is assigned to that client. |
| An assistant isn't receiving Teams Tasks they organised | Check they're active, in the same organisation, have finished their Teams setup and are listed as an Additional Meeting Organiser. The adviser must also be invited to the meeting. |
| A Copy user got an email but can't open the Task | An email doesn't give platform access. To claim Tasks, an administrator must add them under Full task visibility. |
| A new support user can't see last week's Tasks | Access settings only apply to Tasks created after they're saved. Assign older Tasks to them in the Task owner menu. |
Related articles
- Understanding Tasks
- Managing Team & Support Access
- Review, Edit and Finalise Your Filenote AI Output
- How to Re-run or Add Output on a Finalised Task in Filenote AI
- Notifications
| Need help? If you run into any issues or have questions, our support team is here to help. Email Support → |
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