Working with Tasks

Tasks can be created and assigned to multiple members of a space, given a title, priority level, due date, milestone, status, and description.  Milestones are an easy way to organize tasks into groups or projects.  You can also view lists of tasks in various ways such as tasks grouped by Milestones, open tasks, high priority tasks and more.

Enable the Tasks Tab: 

To enable the tasks tab for use in a space:

1. Click on the "Manage" button in the upper right corner on the banner for your space
2. Click on the "Appearance" icon
3. Scroll down to "Choose your Features"
4. Click the box next to "Tasks"
5. Click on "Save". 

A new tab named "Tasks" will now appear in the tab navigation for your space.

Milestones: 

Milestones are an easy way to organize tasks into groups or projects.  You may want to create milestones first, then create tasks to be associated with the milestones.

Create a new Milestone:

1. Click on the "Tasks" tab
2. Scroll down to "Milestones" in the right sidebar
3. Click on "Create Milestone".  A window will pop up.
4. To give your milestone a descriptive title, type a descriptive title in the "Title" field
5. To set a milestone due date, type in a date or click on the calendar icon to choose a due date
6. Click "Create"

The new milestone will now appear in the right sidebar under the "Milestones" section.

Create multiple Milestones at one time:

1. Complete steps 1-5 under the instructions for "Create a new Milestone"
2. Click on the checkbox next to "Create Multiple Milestones"
3. Click "Create" to save your current Milestone.  The window will refresh to the default entry screen.
4. To create additional milestones, complete steps 1-6 under the instructions for "Create a new Milestone".  Each time you click on "Create" the window will save the milestone and refresh to the default entry screen, allowing you to continue to enter new milestones.
5. To quit entering new milestones, click on "Cancel" when the window has refreshed to the default entry screen.

Edit the Title or Due Date of an Existing Milestone

1. Scroll down to "Milestones" in the right sidebar
2. Click on the information (i) icon to the right of the milestone.  A window will pop up.
3. Type in a new title or due date
4. Click "Save"

Close or Delete a Milestone

Once a milestone has been created, it can be permanently closed, or deleted if it is no longer needed.   

1. Scroll down to "Milestones" in the right sidebar
2. Click on the information (i) icon to the right of the milestone.  A window will pop up.
3. Click on the check box next to "Completed".  If there are open tasks associated with this milestone you can choose to close the tasks or move them to another milestone
4. Click "Save"

The milestone will no longer appear in the right sidebar. 

Reassign tasks to another member, based on Milestones:

1. Click on the "Tasks" tab
2. In the right sidebar, scroll down to the  "Assignments" section
3. Click on "Reassign".  A window will pop up
4. The page will refresh and show all tasks associated with the specific assignee.
5. Select a "Milestone"
6. Select a member to transfer tasks from by clicking on the "From" drop-down box
7. Select a member to transfer tasks to by clicking on the "To" drop-down box
8. Click "Reassign"

The tasks will now be transferred to another member, based on the selected milestone.

Tasks:

 Create a new Task

1. Click on the "Task" tab
2. Click on "New Task" in the Task tab sub-navigation (or click the "New Task" button).  A window will pop up.
3. Select a "Priority" from the drop-down box
4. To set a Due Date, type in a date or click on the Calendar icon to choose a due date.
5. Type a descriptive title in "Title" field
6. Select a "Milestone" from the drop-down box to associate a task with a specific milestone
7. Type member names into the "Assigned" field.  More than one name may be entered
8. Select a "Status" from the drop-down box
9. Type in a description of the task in the "Description" field
10. Click "Create"

The new task will appear in the main content area of the "Tasks" page.

Create multiple Tasks at one time:

1. Complete steps 1-9 under the instructions for "Create a new Task"
2. Click on the checkbox next to "Create Multiple Tasks"
3. Click "Create" to save your current Task.  The window will refresh to the default entry screen.
4. To create additional tasks, complete steps 1-10 under the instructions for "Create a new Task".  Each time you click on "Create" the window will save the task and refresh to the default entry screen, allowing you to continue to enter new tasks.
5. To quit entering new tasks, click on "Cancel" when the window has refreshed to the default entry screen.

Edit Existing Tasks 

1. Click on the "Tasks" tab
2. Click on the Title of the task you'd like to edit (for small edits, you can also click on the information (i) icon for the task)
3. Edit any of the fields on this page
4. Click "Save"

Add comments to an Existing Task

1. Click on the "Tasks" tab
2. Click on the Title of the task to which you'd like to add comments
3. Click on the triangle icon next to "Add Comments"
4. Type your comments in the field
5. Click "Save"

To read, edit or delete comments associated with a Task

1. Click on the "Tasks" tab
2. Click on the Title of a task
3. Scroll down to "Comments"
   • Read the comments.  To go back to main list, click on "Open Tasks" in the sub-navigation
   • To edit a comment, click on "Edit" and make your changes, and click "Save"
   • To delete a comment, click on "Delete", and click "Save"

To close or Delete a Task

1. Click on the "Tasks" tab
2. Locate the task in the task listing.  There are 3 ways to close a task.

Through the Task list:

1. Click the checkbox to the right of the task.  There will be a line drawn through the task, indicating it has been completed.
2. Click "Open Tasks" in the Tasks tab sub-navigation.  The page will reload and the completed task will no longer appear.

Through the Task page:

1. Click on the Title of the task you'd like to complete.  The Task page will load.
2. Click on the check box next to "Complete"
3. Click on "Save".  In the task list, there will be a line drawn through the task, indicating it has been completed.
4. Click "Open Tasks" in the Tasks tab sub-navigation.  The page will reload and the completed task will no longer appear.

Through the information (i) icon

1. Click on the information (i) icon for the task
2. Click on the check box next to "Complete"
3. Click on "Save".   In the task list, there will be a line drawn through the task, indicating it has been completed.
4. Click "Open Tasks" in the Tasks tab sub-navigation.  The page will reload and the completed task will no longer appear.

To view Completed Tasks:

1. Scroll down to the bottom of the task list to "Show Completed Tasks"
2. Click on "Show".  The task list will refresh and show the completed tasks.

To hide Completed Tasks:

1. Scroll down to the bottom of the task list to "Hide Completed Tasks"
2. Click on "Hide".  The task list will refresh and hide the completed tasks.

Viewing Tasks: 

There are a variety of ways to view tasks:

View all "Open" tasks:

1. Click on the "Tasks" tab
2. Click on "Open Tasks" in the Task tab sub-navigation.  The page will refresh and show all "Open" tasks.

View all tasks that are assigned to you:

1. Click on the "Tasks" tab
2. Click on "My Tasks" in the Task tab sub-navigation. The page will refresh and show all tasks assigned to you.

View all tasks where the status is Red:

1. Click on the "Tasks" tab
2. Click on "Red Tasks" in the Task tab sub-navigation. The page will refresh and show all tasks where the status is currently set to Red.

View all tasks by grouped by Milestones:

1. Click on the "Tasks" tab
2. Click on "By Milestone" in the Task tab sub-navigation. The page will refresh and show all tasks, grouped by Milestones.

View all tasks by a specific Status:

1. Click on the "Tasks" tab
2. In the right sidebar, scroll down to the  "Task Summary" section
3. Under "Status", click on "Open tasks", "Green tasks", "Yellow tasks" or "Red tasks".  The page will refresh and show all tasks associated with the specific status.

View all tasks by specific Priority: 

1. Click on the "Tasks" tab
2. In the right sidebar, scroll down to the  "Task Summary" section
3. Under "Priority", click on "High tasks", "Normal tasks" or "Low tasks".  The page will refresh and show all tasks associated with the specific priority.

View all tasks by a specific Milestone 

1. Click on the "Tasks" tab
2. In the right sidebar, scroll down to the  "Milestones" section
3. Click on the title of a Milestone.  The page will refresh and show all tasks associated with the specific Milestone.

View all tasks by a specific Assignee 

1. Click on the "Tasks" tab
2. In the right sidebar, scroll down to the  "Assignments" section
3. Click on a name.  The page will refresh and show all tasks associated with the specific assignee.

Export/Import Task List

To export tasks to a comma-deliminated file (.csv):

1. Click on the "Tasks" tab
2. In the right sidebar, scroll down to the bottom of the page
3. Click on "Export"
4. Save the file to your computer

To import new or changed tasks from a comma-deliminated file (.csv):

1. Click on the "Tasks" tab
2. In the right sidebar, scroll down to the bottom of the page
3. Click on "Import"
4. Click on "Browse"
5. Locate the file on your computer
6. Click "Open". Your file will now be ready for importing
7. Click on "Import"

Notes on Importing a New Tasks File:

When importing a new file into tasks, the file must contain the following columns and column titles (listed from left to right, and titles are lowercase):

• id
• milestone_title
• priority_title
• title
• status_title
• due_on
• completed_on
• body
• assigned_users_list

Pre-Poplulating Column Data:

The following data can be pre-populated in each column when importing a new tasks list:

• id - leave this column blank
• milestone_title - either leave this column blank, or create Milestones in your space, then pre-populate your tasks with the Milestone names from your space
• priority_title - enter "High", "Normal" or "Low" for each task listed (this can be changed once file has been imported)
• title - enter a title for each task you would like to import
• status_title - enter "Open", "Green", Yellow" or "Red" for each task listed (this can be changed once file has been imported)
• due_on - either leave this column blank, or enter a due date for each task (format: m/d/yy)
• completed_on - leave this column blank
• body - text entered here will be used in the description of the task
• assigned_users_list - either leave this column blank, or enter the first and last name of a member in the space (Note:  the assigned user must already be a member of the space when listing them on the file being imported)

Save the completed tasks list in a comma-delimited format.  Follow instructions above for importing the file.