IN THIS ARTICLE:
You can manage all the tasks created by you or assigned to you on the "My Tasks" page.
- By me: Tasks created by you
- To me: Tasks assigned to you
In a list, you can view tasks in 2 layouts: List view or Board view.
- List – Board toggle: Switch tasks view layout, either list or Kanban board.
- Group by: Group tasks by field, including:
- Due date: Overdue, Today, Next 7 days, Later, No due date.
- Assignee: Group tasks by assignee.
- Priority: High, Medium, Low, No priority.
- None: Tasks are not grouped.
3. Assignee filter: Filter tasks by assignee.
Drag and Drop task
You can drag and drop tasks within the same group or to another group. When a task is moved to another group, it will inherit that group’s field attributes. For instance, if a task is dragged from the Overdue group to the Today group, its due date will be updated to Today.
Add new tasks and edit tasks
Below each group is a “Add new task” button that you can use to add tasks to the group. Type the new task name, then press enter to continue adding new tasks. You can set tasks’ detailed attributes afterward.
For tasks grouped by “due date”:
- Overdue: The due date will be set to Yesterday.
- Today: The due date will automatically be set to Today
- Next 7 days: The due date will automatically be set to Today + 7.
- Later: The due date will automatically be set to Today + 8. For example, if today is Jan 1st, the due date will be Jan 9th.
- No due date: The newly added task will not have a due date.
To quickly rename a task, click the edit icon to the right of the task name when hovering over it. Another option is to click on the task name to open the task details popup.
To set task fields such as Assignee, Due date, and Priority, click on the corresponding columns.
To edit other fields, click on the task name to open the task details popup.
In addition to the List view mode as described above, you can select Board view mode. On the tasks list page, click the “Board” button to see the tasks in Board view.
Sections are commonly used to organize tasks by workflow stages or categories. A sample of a typical workflow: To-do, Doing, Done.
If you have a list named Books Reading, you can divide it into different sections, like Personal Development, Business, Spiritual, Health, etc.
Initially, there is always a “Default section”. You can rename this section but you cannot delete it. When you create a new task, it will automatically be put in the default section, even if you have renamed this section.
Besides grouping by section, you can group tasks by Priority, Due date, or Assignee.
When grouping columns by section, you can change the columns’ position by dragging a column to the left or right. However, the default section will always remain on the far left.
Tasks default view
You can select the tasks default view as the List view or Board view in the List settings. Here are the steps to follow:
Click on the dropdown arrow next to the list name, then select “List settings”.
On the General page, select “List” or “Board” in the “Default tasks view” and click “Save”.
- Task name, creator, and created time.
- Basic fields of task: Assignee, Due date, Priority. You can have multiple assignees for one task.
- Detailed description of the task (optional).
- Comments form. You and your teammates can comment to collaborate on each task.
- Show the list and section of this task. You can click to change the list or add more lists. Each task can be placed in multiple lists. The members of these lists can access the tasks.
Important: If a task is not put in any list (No list), only the task creator can see it.
6. Watchers: Watchers are those who receive notifications related to a particular task. You will be added to the watchers list of a task when:
- You or someone else clicks on the eye icon and adds you to the watchers list.
- You are the task creator.
- You are assigned to a task.
- You comment on a task.
- You are mentioned in comments.
- You edit the task name or description.
If you do not want to receive notifications of a task, you can click on the eye icon to remove yourself from the watchers list.
7. Add subtasks: Click to add subtasks to the current task.
8. Add attachments: Click to upload files to the task. You can upload multiple files at the same time.
9. Activities: Show a list of activities related to the task.
10. More: Include other options such as Copy task link, Duplicate, and Delete task.
Click on the subtask name to open its details page. Note that you cannot create subtasks within subtasks (nested subtasks).
Task permissions depend on the permissions of the list containing that task.
- If a task is in a public list: All members of the workspace can access the task.
- If a task is in a Private list: Only the list members can access the task.
- If a task is a no-list task: If you create a task without choosing a list, only you can see that task.
How to give or limit access to a task
Because the task permissions depend on the list permissions, to give or limit access to a task, you must add the task to a list or remove it from a list.
If you want a task that you created to be private (i.e., seen by you only), remove it from all lists (if any).