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Creating And Using Tasks

Know what needs doing, who's doing it and by when. A task is a to do with a due date, a status, a priority and a person responsible, and the same task shows on your calendar, on timelines, in To Do Lists and on kanbans, wherever you look for it.

Creating A Task​

Add a task from the Calendar page, or from a To Do List, To Do Kanban, Content Calendar or Timeline on a project page.

  1. On the Calendar page, click a day or a time, or press ⌥ / Alt + T
  2. Add the task's details. It saves as you go, so there's no Save button
  3. Click Close when you're done

A Task's Details​

A task needs a title. The rest makes it clear what's needed, and by when.

  • Cover: Hover Change cover and select Import file or Pick from inventory
  • Notify me of updates: Get a notification when the task changes
  • Title: Required
  • Responsible: The team member responsible for the task
  • Status: Not started, Started, Risk, Roadblock, Completed, Overdue or Cancelled. New tasks start as Not started
  • Priority: Low, Medium or High
  • List: In the Content Calendar view, the list the task belongs to
  • Due date and Due time
  • Repeat: Does not repeat, Daily, Every weekday (Mon–Fri), Weekly, Every 2 weeks, Monthly on this date, Monthly on this weekday, Yearly on this date, or Custom…
  • Add to calendar: The calendar the task shows on. Not shown in the Content Calendar view
  • Details: Anything else. Long details are shortened, with Read more to see all of them
  • Comments: Talk about the task with your team
  • Attachments: Click Pick from inventory to add files, or Add reference to link to an element

A task open, with its title, responsible person, status, priority and due date

Changing A Task​

Click a task wherever it shows, on the Calendar page or in an element on a project page, to open it and change it. When you change a repeating task, you're asked whether the change is for Just this one, This and the ones after or The whole series.

Notifications​

So nobody has to go looking for problems, the people working on a task get a notification when it:

  • Moves to Risk, Roadblock or Cancelled, or is Completed
  • Is delayed, or its due date is coming up
  • Gets a new priority or a new responsible person
  • Gets a comment, or someone is mentioned in it

Deleting A Task​

Open the task and click Delete task. You can't undo it. For a repeating task, you're asked whether to delete Just this one, This and the ones after or The whole series.

Tips​

  • Give every task a responsible person
  • Use Risk and Roadblock early, so your team knows a task is in trouble before it's due
  • Turn off Notify me of updates on a task you don't need to follow, so the notifications you get are the ones that matter to you