Task lists and tasks
The work in a project is organised into task lists, and each task list holds tasks. A task can hold subtasks, and a subtask can hold its own subtasks. The List view in a project's top bar shows them all.
Task lists
Adding a task list
- Select Add Task List at the top right of the List, Board or Timeline view.
- Enter a Name. It is required.
- Optionally enter a Description and choose a Colour.
- Select Save. Close leaves without saving.
| Field | What it does |
|---|---|
| Name | The task list's name. Required |
| Description | Shown under the list's name in the List view |
| Colour | The colour of the marker next to the list's name, the border of its column on the board and the background of its row on the timeline |
Working with a task list
The header of each task list holds:
| Control | What it does |
|---|---|
| The dotted handle | Drag it to move the list up or down among the other lists |
| The arrow | Collapses the list to its name, or expands it again |
| The tick | Marks the list as complete, after you confirm. It is only available once every task in the list is complete. On a completed list, it marks the list as not complete |
| The pencil | Opens Edit Task List, to change the name, description and colour |
| The bin | Deletes the list permanently, after you confirm |
Completed task lists are hidden unless Show Completed Task Lists is on in the filters. You cannot add tasks to a completed list.
Adding a task
- Select Add a Task at the foot of a task list.
- Type the task's name where it says "My new task".
- Fill in any of the other fields.
- Select Save. The form stays open for the next task. Close ends it.
| Field | What it does |
|---|---|
| Assigned to | The users doing the task. You can choose more than one, from the users who can see the project. Anyone means the task is not assigned to anyone |
| Due Date | When the task is due |
| Description | Details of the task, shown at the top of the task panel |
| Colour | The colour marker shown next to the task's name. Each new task starts with a colour picked for it |
| Task properties | Any custom properties for the project's tasks. See Task properties |
Save stays unavailable until the task has a name and every required property is filled in.
A task cannot start or be due before the project's start date. An earlier date is moved to the project's start date when the task is saved. You change a task's start date by moving its bar on the timeline. See Project views.
A task with a due date has a calendar entry called "Task Due:" followed by the task's name, on the due date, for the users it is assigned to. It is updated when the task's name, description, due date or assignees change, and removed when the due date is cleared.
Working with tasks
Each task row shows, from left to right:
- a handle for dragging the task
- the circle that marks the task complete
- who the task is assigned to. Click it to change the assignees
- the task's colour, its name and its tags
- its due date, in red. Hovering over it shows how many days until it is due, or how many days overdue it is
- the task's actions
Click a task's name to open the task panel. See The task panel.
Actions on a task
| Action | What it does |
|---|---|
| The pencil (Edit) | Opens Edit Task, with the same fields as adding a task |
| The bin (Delete) | Deletes the task permanently, after you confirm. Its subtasks and all of their time logs are deleted with it |
| Subtasks | Shows or hides the task's subtasks, with Add a Subtask at their foot |
| Add tag | Adds a tag to the task. Tags show next to the task's name, and the cross on a tag removes it |
| Progress | The percentage shows how far through the task is. Click it to set the progress with a slider, from 0 to 100% |
| Log Time | Records time spent on the task. Once time is logged, the number of time logs is shown next to it. See Time tracking |
| Comments | Opens the task panel. Shows the number of comments, and pulses when there are comments you have not seen |
| Files | Opens the task panel. Shows the number of files attached |
| Time Estimate | Sets how long the task is expected to take, in Hours and Minutes. The estimate is shown next to it, for example "2h, 30m" |
Completing a task
Click the circle next to a task to mark it complete. Click it again on a completed task to mark it as not complete.
A task with subtasks that are not complete shows how many are left in its circle. Clicking the circle opens the subtasks instead of completing the task. Complete the subtasks first. Marking a subtask as not complete also marks its parent task as not complete.
Completed tasks are hidden. Show Completed at the foot of a list shows them again, and Hide Completed hides them.
Moving and reordering tasks
Drag a task by its handle to:
- change its place in the list
- move it to another task list, with its subtasks
- move it into another task's subtasks
Tasks cannot be dragged while any filter is active or while completed tasks are shown.
Move Task in the task panel moves a task to a task list in any project. See Moving a task to another project.
Notifications
When a task changes, its assignees and the users following it get a notification. The user who made the change is not notified. See Notifications.
Filters
Filters at the top right of the List, Board and Timeline views opens the filters panel. The filters apply to all three views, and change the tasks shown as you set them.
| Filter | What it does |
|---|---|
| Search | Shows tasks whose name contains what you type |
| Due Date | Anytime, Late (the due date has passed), Yesterday, Today, Tomorrow, This week, No Due Date, Has Due Date or Custom Date Range. A custom range asks for a start and end date |
| Date Created | Anytime, Yesterday, Today, This week, Last Week, This month, Last month, Last 3 months, Last 6 months or Custom Date Range |
| Tags | Shows tasks with the tags you choose |
| Match Any Tag / Match All Tags | Whether a task needs any one of the chosen tags or all of them |
| Show only untagged items | Shows only tasks with no tags, and turns off the other tag filters |
| Created By | Shows tasks created by the users you choose |
| Assigned Users | Shows tasks assigned to the users you choose. Choose Anyone to include tasks that are not assigned |
| Show Completed Task Lists / Hide Completed Task Lists | Whether completed task lists are shown |
| Show Completed Tasks / Hide Completed Tasks | Whether completed tasks are shown |
| Include Subtasks / Exclude Subtasks | With Include Subtasks, a task is also shown when one of its subtasks matches the filters. It is on to start with |
| Only show me tasks I'm following | Shows only the tasks you follow. When off, the toggle reads Show me tasks whether I follow them or not |
While any filter is active, a warning at the top of the panel says that tasks cannot be reordered. Reset clears the filters.
Saving a filter
- Set the filters you want.
- Select Save. The Filter Name box appears.
- Enter a name, up to 400 characters, that you have not used for another filter.
- Select Save again.
Saved filters are your own. Once you have one, Saved Filters at the top of the panel lists them. Choose one to apply it, or use its bin to delete it.
The task panel
Clicking a task's name opens Task Details.
The buttons across the top are:
| Button | What it does |
|---|---|
| Move Task | Moves the task to a task list in this or another project |
| Follow | Follows the task, so you are notified when it changes. Once you follow it, the button reads Following, and opens Mute, Unmute and Unfollow |
| Log Time | Records time spent on the task. See Time tracking |
| Edit Task | Changes the task's details |
| Task History | Lists the changes made to the task, with Who, What and When |
Mute keeps you following the task without sending you notifications. It shows as Following (Muted). Unmute turns notifications back on.
Below the buttons are:
- the task's description
- the task itself, with its assignee, due date, actions and subtasks
- Properties, the task's custom properties. Each can be changed in place and saved on its own
- Time Logs, the time logged on this task. See Time tracking
- Files. Select a file attaches a file to the task, and Update uploads a new version of a file
- Comments. Write a comment, with formatting, and select Save. You can Edit and Delete your own comments. An edited comment shows when it was last edited
The cross at the top right closes the panel.
Moving a task to another project
- Open the task and select Move Task.
- Choose the Project, then the Task List.
- Select Move Task.
The task's logged time, comments and files move with it.
Searching a project's tasks
Detail Search in the top bar, inside a project, opens Advanced Task Search for that project. It works in the same way as the contact search: Filters control which tasks come back, Show controls the columns, and Sort controls the order. See Searching contacts.
You can filter on Name, Description, Complete, Due Date, Start Date, Completed Date, Created Date, Last Updated, Estimate (hours), Progress (%), Assigned User, Created By, Tag and the project's task properties.
A new search shows the name, description, due date, whether the task is complete, and when it was last updated. Clicking a result opens the task panel. Exports are listed under Documents in your profile when ready. See Your profile.
Related
- Time tracking, logging time against tasks
- Task properties, adding your own fields to tasks
- Project views, the board and timeline
- To do, your project tasks in one place
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