To make it easier to navigate and work with tasks, they are grouped by type:
- My tasks. Here you will see all the tasks for which you are responsible. If a colleague assigns you a new task, a red circle with a number in it will appear next to My Tasks.
- Assisting. This section displays tasks that require your participation at certain stages. A gray circle with a number inside indicates how many tasks you are assisting on.
- Assigned by me. All the tasks created by you are collected here.
You can filter your tasks and view them in a convenient manner:
- Current. Use this option to view current tasks that require your immediate attention.
- All. You will see a list of your current tasks, and the tasks that you have ever performed, sorted by the date.
Select a task from the list and open it. This is a task page. It contains all the necessary information to get work done: task description, attachments, due dates, participants, author and task progress. Also, you can create a subtask and a checklist. Find out more in the Subtasks article.
Click on the three dots in the top right corner of the task page to open the task menu.
Please note that all the actions from the menu are available only to the task executor. The task's author can only reassign the task and change the dates and the participants' list.
Sometimes you may need to delegate a task to a colleague. And if you are a department head, it is probably your daily routine to distribute tasks among department employees.
Click Reassign in the task menu and select a new executor in the window that opens.
To do this, start typing a username in the Executor field or click the magnifying glass icon. You can also change the task due date or leave a comment.
Another way to reassign a task is by selecting one or multiple tasks in the My Tasks list.
Changing the list of participants
You can add users to the list of task participants. Read more about this role in the Creating new task article.
Changing the task dates
If necessary, the task author or task executor can change the task's due date. If the task has not started yet, the start date can also be edited.
Scheduling in the calendar
You can add your task to the calendar and schedule it for specific days. These days do not have to coincide with the task start and end dates, they simply determine the time you want to dedicate to working on this exact task.
Let's say your superior assigns you with a task that should be completed until November 23. You take a look at your schedule and decide that you have time to work on this new task from November 19 to November 21. These are the dates that you will specify when adding the task to your calendar.
The tasks added to the calendar are included in the total number of current events for the day.
This way, the calendar shows you exactly how your time is distributed between different activities, and you can easily plan your work taking into account all the meetings and events scheduled in the calendar.
In order to inform all the task participants about the task progress, the executor can specify the completion percentage for the current moment. There are several ways to do that:
- By clicking Change task progress in the task menu
- By clicking on the progress bar in the task list
- By clicking on the progress bar on the task page
Move the slider to the right or to the left in order to change the completion percentage.
Discussing a task
When working with tasks it is often necessary to clarify the details with the author, add a comment or a document. You can discuss questions with colleagues right on the task page. Messages will be shown in the activity streams of the author, executor, participants and approvers of the task.
After you complete the work, click the Done button in the lower left corner of the task page.
The task will no longer be shown in My Tasks when the Current filter is selected. However, it can always be found in the list of all tasks, where it will be displayed crossed out.
When a colleague performs a task assigned by you, it will appear crossed out in your Assigned by me section.
If for some reason the task cannot be completed, click the Cannot be done button. The author of the task will receive a notification, and he or she will be able to take the necessary measures to solve the situation in a timely manner.
The author of the task can track its execution. In this case, after the task is completed, the author will receive a notification that the work has been done. The author can also check the achieved results. Read more about Task control in this article.