Tasks

Overview

Tasks are where the work in a project is created, assigned and tracked until it is done. Every task has a title, a priority, a status and one or more owners; it is also given a unique task number the moment it is saved. Tasks belong only to the project you are in — they never mix with tasks from other projects.

You can follow your tasks in two different views. The List view presents every task as a table and lets you search, filter and export. The Kanban board arranges tasks into columns by status (New, In Progress, On Hold, Closed); you change a task’s status by dragging it from one column to another.

Throughout its life a task moves through a series of events: it is accepted, started, paused and continued as needed, and finally finished, cancelled or rejected. All of these events are kept in the task’s history, so you can always see who took which step and when. You can also add checklists, comments, documents and surveys to a task.

Who uses it

• Task creators: Project managers and team members who hand out work. They open new tasks, set priorities, assign owners and define required documents.
• Owners (assignees): The people or groups assigned to a task. They accept the task, work on it and move its status forward.
• Watchers: Anyone with permission to view the project’s tasks. They can see the task list and history but cannot change tasks that are not assigned to them.

In small teams everyone both creates tasks and works on them. In larger teams the manager distributes the work while the fieldwork sits with the team members.

Step-by-step process

1. Create the task. In the Tasks section open a blank task with “New Task”, or start from a ready-made task template. If you use a template, the title, priority and planning values are filled in for you.
2. Enter the basics. Fill in the title, description, priority (Low, Medium, High, Critical), category and location. If you leave the task number blank, it is generated automatically from the project code.
3. Plan the work. Optionally enter effort points, an estimated duration and planned start/end dates to forecast the workload.
4. Assign owners. From the Assignments section, assign the task to one or more people or groups. If needed, you can allow only the primary owner to move the process forward.
5. Define required documents. In the Documents tab, specify the files that must be uploaded before the task can be finished. While a required document is missing, the task cannot be completed.
6. Move the task forward. On the Kanban board drag the task between columns, or on the task detail use the event buttons (Accept, Start, Pause, Continue, Finish). Each step is added to the history as a note.
7. Track and report. Manage the details with checklists, comments and surveys; focus on your own work with the “Mine” and “My Groups” quick filters; export the list to report.

Process flow

flowchart TD
    A[Create task] --> B[Set priority, category, owner]
    B --> C[Task in pool: New]
    C --> D[Accept]
    D --> E[Start: In Progress]
    E --> F{Need to<br/>take a break?}
    F -- Yes --> G[Pause: On Hold]
    G --> H[Continue]
    H --> E
    F -- No --> I{What is the outcome?}
    E --> I
    I -- Completed --> J[Finish: Closed]
    I -- Abandoned --> K[Cancel: Closed]
    I -- Not accepted --> L[Reject: Closed]

Frequently asked questions

How is a task number assigned? When you open the task form, the next number based on the project code is reserved for you automatically (for example PRJ-TSK-001). Other users creating a task at the same time receive different, non-conflicting numbers, so two tasks never share the same number. You can also enter the number by hand; if you leave it blank, the system fills it in.

What happens if I open a task while someone else is editing it? In the task list you will see a “Being edited” badge on that task. This is informational only; you can still open and save the task, and no one is blocked. However, if someone else updated the same task before you saved, you will get a “this record was updated by another user” warning and be asked to refresh the page to see the latest version. This way no one’s changes are lost silently.

What is the difference between the List and Kanban views? The List shows every task as a table suited to searching and filtering; it is ideal for reporting and bulk review. The Kanban arranges tasks into columns by status and lets you change status quickly by dragging; it is great for visualising the daily workflow. Both views show the same tasks — only the presentation differs.

Who can move a task forward? By default, anyone assigned to the task can move the process forward. If you tick “only the primary owner can continue” when creating the task, only the primary owner performs the accept and progress steps. Other users with view permission can see the task but cannot change its status.

What are required documents for? Some tasks require specific files (for example a report or a photo) to be uploaded before they can be completed. If you mark these as required documents, the task cannot be finished while a document is missing, and you are told which documents are still outstanding.

What is a task template? A template is a pre-built task draft for work that recurs often. When you create a task from a template, the title, priority, planning and required-document settings come ready — you don’t have to fill everything in from scratch each time.