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Tasks is the place where you create and view tasklists and create and assign individual tasks to yourself or others. There is a Tasks feature in your Company, each Team and each Project.
Organizing related tasks into separate lists allows you to arrange your work according to different work areas or stages of a project.
Adding a New Tasklist
To start a new tasklist, click the green ‘+New Tasklist’ button toward the top left of the tasks area.
You can then give your list a name and add a note describing the list. Select the green ‘Add this list’ button to publish your tasklist.
You’ll now see your new tasklist in the main tasks area.
Viewing a Tasklist in a Kanban Board
Every tasklist you create can also be viewed and managed in a kanban board. To view the kanban board visualization of your tasklist, click on the ‘Board’ link at the top right of your tasklist.
You can learn more about kanban boards here.
Adding a New Task to a Tasklist
To add a new task to the tasklist, select the ‘add a task’ button located toward the top left of the tasklist, under the tasklist name.
You’ll then see a pop-up window that will let you set the details for your task. You can give your task a short description, which will, in effect, serve as the name of the task.
Next, you can assign the task to any user in that project (or team or company). The assignee will receive a notification that they’ve been assigned the task.
You can assign tasks to a single person or to multiple people. Only one assignee needs to mark the task as complete.
Setting the Task Stage
You are required to set a current stage for your task. The ‘Stage’ field will offer you a dropdown that lists all stages in the workflow that has been selected for this project (or team).
Often, you’ll simply put a new task in the first stage of your workflow. But, you don’t have to — you can place a task in any stage you like.
(Note: if you put a task into the final stage of a workflow, the task’s status will be marked as ‘Completed.’)
Setting the Task as a Milestone
If your task is represents a key moment in the progress of a project (for instance, delivery of an initial mock-up to the client), you can mark the task as a milestone.
Tasks marked as milestones will have a diamond icon next to them instead of a circle in the list view of tasks. If the task has a due date and appears in your calendar, it will have a diamond icon next to it there as well.
Setting the Task Priority Level
Next, you can choose to assign a priority level to your task if you’d like. Priority levels can be None, Low, Medium, or High. If you designate a task as high priority, a red flag will appear next to the task name in the task list and also in the kanban board.
Estimating Time Required
You can estimate the time that a task will take when creating and assigning the task, or you can allow the assignee to provide the time estimate. The time estimate field can also be left blank.
Time estimates (and their relationship to actual time spent) can be tracked and reported in the time reports.
Attaching Files to a Task
You can choose to attach files to your task. You can do this in three ways: attaching a previously uploaded file from your Files area, uploading a file from your computer or linking to a cloud file or folder.
Note that when you upload and attache a new file or link a cloud file to a task, that file will also be added to the Files area of your project, team or org.
Setting Due Dates & Recurring Tasks
When assigning a due date, you can select a specific date. If you’d like your task only to become active and start in the future, you can select ‘Starts in Future’ to select both a start date and a due date.
If your task is a regular one that will need to be repeated, you can select ‘Repeat.’ You’ll then be presented with options for when the recurring task should start, how often it should repeat and until when it should continue to repeat. You can choose to give repeating tasks due dates relative to when they recur.
(Note that if you create repeating tasks, each task is a unique instance of that task. So, if you comment on an instance of that task, that comment will not show on other, future instances of that task. However, if you edit the settings of the task (the due date or how often the task should recur), that will be saved and apply to future instances of the task.)
When you’ve completed all the task details, select the green ‘Add this task’ button toward the bottom to publish the task.
Completing Assigned Tasks
When the task is complete, the assignee can select the circle next to the task name to mark it done. (The person who assigned the task can also mark it done, even if that person didn’t list himself as an assignee.)
The number of tasks in the list that have been completed out of the total number will show toward the top right of the tasklist and will update automatically as tasks are completed.
Completed tasks are removed from the normal view of the tasklist. To see completed tasks, slide the ‘show completed’ button at the top of the tasklist to the right.