What Triggers Each To-Do
What makes each of MonuDesk's 20 built-in to-dos appear on an order: order type, stone and lettering, accessories, etching, cemetery settings, customer pickup and the Before You Start checkboxes.
Written By Dennis Rodin
Last updated About 3 hours ago
MonuDesk comes with a set of built-in to-dos. Not all of them appear on every order. Each one is triggered by something specific: the order type, an accessory toggle, a cemetery setting, or a workflow checkbox. If a to-do isn't showing on your order, check the trigger below.
Triggers apply to the to-dos that are switched on in Settings → To-Dos. A to-do switched off there is not added to any order, whatever the order contains. It stays in that list, greyed, so you can switch it back on.
Note: Custom to-dos you create in Settings → To-Dos do not have automatic triggers. A custom to-do joins new orders only while its Enable on every new order switch is on, and that switch starts off. With the switch on, the to-do starts on every new confirmed order. With it off, you add it by hand on the orders that need it. You update custom to-dos by hand. Only the built-in to-dos listed below have automation.
Always shown on every order
Payment appears on every order regardless of type. It tracks whether the customer has paid a deposit, partial amount, or the full balance. This to-do updates automatically based on logged payments and cannot be checked off manually.
On a new order the Payment to-do opens on its first step, the one that means the deposit is still due. It only sits on Partially Paid once a payment has actually been recorded on the order. Payment terms on their own, a 50/50 split typed on the billing step for example, do not move it.
Every other to-do opens on the first step of its own workflow as well, whatever steps you have set up in Settings → To-Dos. To start one further along on a new order, click it in the To-Dos This Order Will Create card on the Review & Create step before you save.
Inspection appears on every order regardless of type. Every completed order should be inspected before it is considered done.
Triggered by order type
These appear when you select Monument or Service in the Items & Configuration step.
Stone appears when the order type is Monument.
Design appears when the order type is Monument. Its steps are Must Be Created, Family Approval Pending, Changes Requested and Complete, and MonuDesk moves it as the drawing goes back and forth with the family. When the family asks for changes in the customer portal, it moves to Changes Requested. When you then share a new drawing with the family (uploaded as External, switched to External, or Show to the family when MonuDesk asks after you upload a Front or Back sketch on the order), it goes back to Family Approval Pending. An approved drawing moves it to Complete.
A reminder about a confirmed order that still has no drawing comes from the Drawing Reminders card in Settings → Order Alerts, not from a to-do. It adds no to-do and does not move the Design to-do: the card gets a violet No drawing for N days strip and the assigned person gets a notification.
Stencil appears when the order type is Monument.
Engraving appears when the order type is Monument.
Installation appears when the order type is Monument and you are setting the stone at a cemetery. An order marked as customer pickup does not get it, because the customer collects the stone and there is nothing to install. Every other to-do the order warrants is created as usual.
Service Work appears when the order type is Service. All monument to-dos listed above are hidden for service orders.
Triggered by accessory toggles
These appear when you toggle on the matching accessory in Items & Configuration.
Porcelain appears when the order has a photo (Add photo on the Accessories tab), whatever its Material type: porcelain, steel or granite.
Vase appears when the Vase toggle is turned on.
If the toggle is off, the to-do does not appear.
Triggered by etching selection
Only one of these can appear per order. They are mutually exclusive.
Laser Etching appears when you select Laser Etching in the etching section.
Hand Etching appears when you select Hand Etching in the etching section.
If no etching is selected, neither to-do appears.
Triggered by cemetery settings
These are controlled by the settings on the cemetery you selected in Step 2. You configure these in Settings → Cemeteries when you set up or edit a cemetery.
Foundation appears when the selected cemetery has Foundation Required turned on. It also appears when any stone on the order, not just the first one, has its Foundation Material set to Concrete or Granite, even if the cemetery does not require one.
A stone set to None does not raise it. Setting the material to None wins over any foundation size or dollar amount still left on the stone from before you switched it off.
One thing to watch: the cemetery rule stands on its own. If the cemetery has Foundation Required ticked, you still get the Foundation to-do even when every stone on the order is set to None. That is deliberate, because the cemetery expects a foundation whatever you are selling. Service orders never get this to-do.
Cemetery Application appears when the selected cemetery has Requires Application Before Ordering Stone turned on.
Cemetery Fees appears when the selected cemetery has Does this cemetery charge a fee? turned on.
If the cemetery doesn't have these settings enabled, the to-dos stay hidden.
Triggered by workflow checkboxes
These are controlled by checkboxes in the New Quote. For monument orders, they are in the Items & Configuration step. For service orders, they are under Workflow Requirements.
Visit Cemetery appears when the We need to go to the cemetery before doing the work checkbox is checked.
Rubbing appears when the This service requires rubbing checkbox is checked.
Photo appears when the We already have a photo of the stone / area checkbox is unchecked. If it is checked, the photo to-do does not appear because you already have the photo.
Customer pickup orders
You mark an order as customer pickup with the package button beside the Cemetery field in step 2, Cemetery & Logistics. The Cemetery field then reads Pickup.
The one to-do this changes is Installation: MonuDesk does not add it to a pickup order when the order is confirmed. Stone, Design, Stencil, Engraving, Payment, Inspection and everything else on the list are created exactly as they are on a cemetery installation.
For the whole pickup workflow, see Orders for Customer Pickup (No Cemetery).
Plot Details
Plot Details appears when the cemetery on the order is set to require plot details and the order's plot information is still missing or incomplete. Fill in the plot on the cemetery step and it stops being raised on new orders. Plot Details is a built-in to-do: its name is locked, and it cannot be renamed or deleted.
Quote Client
Quote Client appears only when the order is saved as a quote using Save as Quote. If the order is confirmed directly, this to-do does not appear because the customer already said yes. A quote carries only Quote Client and Payment until it reaches Confirmed Order or a stage after it, including while it sits in a stage you added between Quote and Confirmed Order.
What if I edit an order and a trigger changes?
Saving an edit re-checks the whole list above and adds anything the order now warrants. Put a vase, a porcelain, an etching or a foundation on an order that is already running and the matching to-do appears when you save, instead of you having to switch it on by hand.
Nothing is ever taken away. Turn the vase back off and its to-do stays on the order. Switch it off yourself with the settings button at the top right of the order card. A to-do that is already in flight is left alone as well: an edit never resets its step, its notes, or who it is assigned to.
Which orders get topped up. Orders created with Save as Confirmed Order. An order still in the Quote stage carries only Quote Client and Payment until it is confirmed; and an order that started as a quote and was moved forward on the board gets its full checklist at the moment you confirm it, but is not topped up by later edits. On those, switch the to-do on with the settings button.
A to-do you switched off can come back. Switching one off takes it off the order completely, so on an order that does get topped up, the next saved edit adds it again if the thing that triggers it is still there. Take the item off the order itself if you want the to-do gone for good. Payment, Inspection and your own custom to-dos are never re-added this way.
Tip: use the built-in to-do, not a copy. Every trigger above belongs to a built-in to-do, and built-in to-dos such as Porcelain keep their names. A to-do you create yourself has no trigger, even if you give it the same name. Keep the built-in to-do switched on in Settings → To-Dos rather than building your own copy.
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