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Tasks

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Tasks is the place where you create and view task lists and create and assign individual tasks to yourself or others.  There is a Tasks feature in your Org, each Team and each Project. (Note that you can also manage tasks visually in the Kanban Board.)

Organizing related tasks into separate lists allows you to arrange your work according to different work areas or stages of a project (or Team or Org).

All of the tasks that you assign both to yourself and others will also be visible in ‘My Tasks’ in your Backpack.  Additionally, if you want to see all of the tasks assigned to anyone in LoTops, you can view ‘Assignments’ in Pulse.

To start a new List, click the green ‘+New List’ button toward the top left of the screen.

 

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 task list.

 

To add a new task to the task list, select the ‘add a task’ button under that task list.

 

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 Org).  The assignee will receive a notification that they’ve been assigned the task.

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.  And if your task is a regular one that will need to be repeated, you can select ‘Repeat.’

(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.)

You can assign tasks to a single person or to multiple people.  Only one assignee needs to mark the task as complete.

(If you need to make sure each assignee for a task completes that task individually, you can create a task list and have the name of the list be that task.  Then each ‘task’ on that list can be the individual’s name and can be assigned to that individual.  So, for instance, if you needed everyone on your team to confirm they’d read the new team privacy policy, you could create a task list called ‘Read New Privacy Policy’ and then assign it individually to everyone via a list of ‘tasks.’)

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 checkbox next to the task 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.)

 

Completed Tasks

The number of tasks in the list that have been completed out of the total number will show toward the top left of the task list and will update automatically as tasks are completed.  That text is clickable.

When you click on the number of tasks completed out of total, you’ll be taken to a page showing all completed tasks from the list.  (Completed tasks are automatically removed from the main task list view.)