PROJECTS: Tasks

Creating a Task

Tasks are the steps that need to be completed within your Project. To create a Task, you will first need to create a Project.

CLICK HERE to learn more about creating a Project

Navigate to Projects > Projects, and select the name of your desired Project. You can also click the Options dropdown menu and choose Manage.

This will open the Project Dashboard. Click the +Add Task button. To edit a Task, either click on the Task name or click the Options dropdown menu and choose Edit.

This will open a pane on the right with fields to fill out.

Assigned To

Use this field to assign the desired user to the Task. Only users who are assigned to the Project itself will be displayed in this field, and only certain user roles. Tasks can only be assigned to Clients, Teammates, Salespersons, Freelancers, Project Managers, Admins, and the Super Admin. Tasks cannot be assigned to Leads, Prospects, or Office Managers. If you choose to assign a Task to a Client, an additional checkbox for "Require Client Approval?" will appear next to the Assign box. 

Title

This will be the name of the Task, which will be displayed in various places throughout the installation. All users who are able to view a Task will be able to see the title.

Est Time

This is the amount of time (in hours, rounded to the nearest whole decimal point) that you anticipate the Task will take to complete. This can be modified after the Task is created, and it is used in tracking the size and scope of a Project.

Time Spent

This is the amount of time (in hours, rounded to the nearest whole decimal point) that was actually spent completing a Task. This can be modified after the Task is created, and it is used in tracking the amount of labor that went into a Project.

Description

This will be the description of the Task, which will be displayed in various places throughout the installation. All users who are able to view a Task will be able to see the description.

Tags

Tags can be custom text labels that you can use to organize your Tasks. You can add multiple Tags to a Task by separating them using commas. Once a Tag has been created, it can be used in the filters of the Task list to easily locate the desired Tasks.

Priority

Use this field to set the desired priority for the Task. By default, the priority will be set to “Normal”. The selected priority will determine what color the Task is tagged with in the Tasks table, as well as affect sorting of the Tasks using filters. All users who are able to view a Task will be able to see the priority. Additionally, you can create your own custom Task priorities by navigating to Settings > Content > Manage Categories tab.

Type

Use this field to optionally set a Type for the Task, allowing you to essentially categorize Tasks based on your needs. Task Types can be searched in the filters of the main Tasks table. Additionally, you can create your own custom Task types by navigating to Settings > Content > Manage Categories tab.

Status

Use this field to set the Status of the Task, which by default is set to “Open”. You can manually change the Status. Note: certain actions you take will automatically change the Status (such as marking a task as "Complete").

Phase

Use this field to optionally assign the Task to a pre-existing Phase.

CLICK HERE to learn more about Phases

Followers

If a user is set as a Follower in a Task, they will be able to view the Task when viewing a Project and will receive standard notifications related to the Task. However, they will not be the "Assignee" of the Task. Additionally, the Task will not appear in their My Tasks list.

Due Date

Use this field to communicate a desired due date for the Task. For whomever the Task is assigned to, this due date will act as their “goal post” for when to have the Task completed. All users who are able to view a Task will be able to see the due date.

Recurring Tasks

When setting the due date for a Task, you also have the option to set the Task to be recurring by clicking the Set as recurring task link below the Due Date field. This will open an additional set of fields, which you can use to set how often the Task recurs, for how long, and when it starts. Once saved, the initial Task will be created, and new Tasks will be created based on the recurring schedule you set.


Creating Subtasks

If you would like to break down a Task into smaller, more manageable segments, you can create Subtasks. This feature allows you to divide a Task into smaller portions, helping the assigned user to more effectively manage their time and assigned work. To create a Subtask, start by clicking on the Task. Alternatively, you can click the Options dropdown menu on a Task and choose View.

Click the icon indicated in the screenshot below. Hovering your cursor over this icon will display the text Create/Show Subtasks.

A new pane will appear underneath the "Task Description" text field. Creating a new Subtask is similar to creating a "to-do list". Enter text into the field and press Enter; it will add the Subtasks as a checklist. Once created, you can check the boxes to mark each Subtask as complete. To delete a Subtask, click the red to the right.


Managing Tasks

Once a Task is created, you can perform various actions using the Options dropdown menu from the main Tasks list.

View

Viewing a Task allows you to get a quick look at its details in this pane, including the assigned user, due date, etc. You can use this option when you simply want to verify a detail about a Task.

Edit

Editing a Task allows you to modify all of the original Task settings and details, including its name, description, assigned user, due date, priority, and assigned Phase. The Status of the Task can also be edited.

Complete

Completing a Task will change its status to “Completed”, and will remove it from the normal Task list view. The Status of a Task can be changed at any time, even after being marked Complete; so this action can be undone if performed by mistake.

Duplicate

Use this option to quickly create a new Task that is a copy of the existing Task. When Duplicate is selected, the Add New Task form will open, with all of the fields already filled out based on the existing Task. You can modify any of the fields/parameters (including the assigned user), and click Add to easily create a new Task.

Manage Files

If you would like to upload Files specifically for a Task, this can be done using the Manage Files option. This will open a side-pane displaying any previously uploaded files, as well as an upload window that can be used to upload new files to the Task. Files that are uploaded from this page will automatically be accessible to the assignee of the Task itself. These Files will also be visible (to the user who is assigned to the Task) from the main Files dashboard.

Delete

Deleting a Task will completely remove it. Note: This cannot be undone.

Invoice

You have the option of converting each Task to an Invoice Item, in a similar manner to converting Timers to Invoice Items. You will be presented with several options for adding the Task as an Item to either a New Invoice, Existing Invoice, New Accumulating Profile, or Existing Accumulating Profile.

Once you make your selection, you will be directed to the edit Invoice/Profile page, where you can set the desired rate and quantity for the newly added Items.

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