➕ Creating Tasks (Deliverables)
Understanding Tasks
Tasks (also called Deliverables) are specific work items within a project. They represent milestones, deliverables, or activities that need to be completed.
Where Tasks Live
Tasks are created and managed within projects. You can access them through:
- Project Details → Deliverables tab
- Task Board (Kanban view)
- Task Planner (timeline view)
- To Do List (your assigned tasks)
Creating a Task from Project Details
Creating a Task from Task Board
Creating a Task from Task Planner
📝 Task Fields - Complete Reference
Required Fields
Enter a clear, descriptive name for the task. This should indicate what work needs to be done.
Best Practice: Use action verbs (e.g., "Design Homepage", "Implement Login Feature", "Write Test Cases")
Character Limit: Typically 255 characters
The project this task belongs to. Usually auto-filled based on where you're creating the task.
Note: You can change the project if needed, but typically tasks stay within their project.
When work on this task should begin.
How to Select: Click the date field to open calendar picker. Select the start date.
Validation: Must be within the project's date range.
When this task should be completed.
Important: Must be after start date and within project dates.
Optional but Important Fields
Detailed description of the task, including:
- What needs to be done
- Acceptance criteria
- Dependencies
- Special instructions
Best Practice: Be as detailed as possible to avoid confusion.
Team members responsible for completing this task.
How to Assign:
- Click the assignee dropdown (may show "Select Assignee" or similar)
- Start typing a team member's name to search
- Select from the filtered list
- You can assign multiple people to one task
Note: Only team members from the project's team will be available.
How many hours this task is expected to take.
Format: Enter as a number (e.g., "40" for 40 hours)
Use: Used for planning, resource allocation, and reporting.
Task priority level (if enabled).
Options: Usually High, Medium, Low, or Critical
Initial status of the task.
Default: Usually "Planned" or "To Do"
Options:
- Planned: Task is planned but not started
- In Progress: Work has begun
- Completed: Task is finished
- Closed: Task is closed (final state)
Classification of the task (if enabled).
Examples: Development, Design, Testing, Documentation, Review
Other tasks that must be completed before this one can start.
How to Add:
- Click "Add Dependency" or similar
- Select the task that must be completed first
- Add multiple dependencies if needed
Optional tags for categorization (if enabled).
Use Cases: "Urgent", "Client Review", "Blocked", etc.
Advanced Task Fields
If this task repeats on a schedule.
Configuration:
- Select recurrence pattern (Daily, Weekly, Monthly, etc.)
- Set frequency (every X days/weeks/months)
- Set end date or number of occurrences
Add a checklist of sub-items within the task.
How to Add:
- Click "Add Checklist Item" or "+"
- Enter item description
- Add more items as needed
- Check off items as they're completed
Upload files related to the task.
Supported: Documents, images, spreadsheets, etc.
How to Upload: Click "Attach File" or drag and drop files into the attachment area.
Field Validation
- Task name is required and must be unique within the project
- Completion date must be after start date
- Task dates must be within project date range
- Estimated hours should be a positive number
- At least one assignee may be required (depends on configuration)
✏️ Editing Tasks
How to Edit a Task
Method 1: From Project Details
Method 2: From Task Board
Method 3: From Task Details Page
What Can Be Edited
Most task fields can be edited, including:
- Task name and description
- Dates (start and completion)
- Assignee(s)
- Estimated hours
- Status
- Priority
- Dependencies
- Checklist items
Bulk Editing Tasks
Some views allow bulk operations:
📋 Task Board (Kanban View)
Understanding the Task Board
The Task Board provides a visual Kanban-style interface for managing tasks by their status. It's ideal for tracking work flow and seeing what's in progress.
Accessing the Task Board
Task Board Structure
The board is organized into columns, each representing a task status:
Planned / To Do
Tasks that are planned but not yet started. This is typically the starting column.
In Progress
Tasks that are currently being worked on. Team members move tasks here when they start work.
Completed
Tasks that are finished but may need review or final approval.
Closed
Tasks that are fully complete and closed. This is the final state.
Using Drag and Drop
The primary way to update task status on the Task Board is through drag and drop:
Task Cards on Board
Each task is displayed as a card showing:
- Task Name: Click to view/edit details
- Assignee Avatars: Small profile pictures of assigned team members
- Due Date: When the task is due
- Priority Indicator: Color coding or icon for priority
- Progress: Visual indicator if task has sub-items
- Time Estimate: Estimated hours (if shown)
Filtering on Task Board
You can filter tasks on the board:
Creating Tasks from Board
Viewing Task Details
Collapsing Columns
To focus on specific columns:
- Click the collapse/expand icon on column headers
- Collapsed columns show task count but hide cards
- Useful for focusing on active work
📅 Task Planner
Understanding Task Planner
The Task Planner provides a timeline/Gantt-style view of tasks, showing when work is scheduled and helping with resource planning.
Accessing Task Planner
Task Planner Views
Timeline View
Shows tasks as horizontal bars on a calendar timeline:
- X-axis represents dates
- Y-axis represents projects or team members
- Task bars show start and end dates
- Color coding indicates status or priority
Resource View
Shows tasks grouped by assignee:
- See workload per team member
- Identify over-allocated resources
- Balance work distribution
Creating Tasks in Planner
Modifying Tasks on Timeline
Viewing Dependencies
If tasks have dependencies, they may be shown with connecting lines on the timeline.
Zoom and Navigation
- Zoom In/Out: Use zoom controls to see more/less detail
- Scroll: Drag timeline or use scroll bars to navigate dates
- Today Indicator: A line or highlight shows today's date
- Date Range: Use date picker to jump to specific time periods
⏱️ Work Items
Understanding Work Items
Work Items are the smallest unit of work tracking. They represent actual time spent on tasks, typically logged daily or per activity.
Relationship: Project → Task → Work Item
Project: High-level container (e.g., "Website Redesign")
Task: Specific deliverable within project (e.g., "Design Homepage")
Work Item: Actual work entry (e.g., "Worked on homepage layout - 4 hours")
Viewing Work Items
From Task Details
From Project Details
Work Item Information
Each work item typically shows:
| Field | Description |
|---|---|
| Date | When the work was performed |
| Task | Which task the work relates to |
| Employee | Who did the work |
| Hours | Time spent (e.g., 4.5 hours) |
| Description | What work was done |
| Status | Work item status (if applicable) |
Creating Work Items
Work items are typically created through:
- Timesheet Entry: When logging time in your timesheet (see HRMS section)
- Task Details: Adding work items directly to a task
- Work Item Timer: Using a timer to track work in real-time
Adding Work Item from Task
- Date
- Hours worked
- Description of work
Work Item Timer
Some tasks may have a timer feature for real-time tracking:
Editing Work Items
Deleting Work Items
🔄 Task Status Management
Understanding Task Statuses
Tasks move through different statuses as work progresses. Understanding each status helps track project progress.
| Status | Meaning | When to Use | Can Move To |
|---|---|---|---|
| Planned | Task is planned but work hasn't started | When creating new tasks | In Progress |
| In Progress | Work has begun on this task | When starting work | Completed, Closed |
| Completed | Work is finished, may need review | When task work is done | Closed |
| Closed | Task is fully complete and closed | Final state after review/approval | None (final state) |
Changing Task Status
Method 1: Drag and Drop (Task Board)
Method 2: Status Dropdown
Method 3: Quick Actions
Status Change Notifications
When you change a task status:
- Assigned team members may receive notifications
- Project managers are notified of status changes
- Activity log records the change
- Reports reflect the new status
Bulk Status Changes
To change status of multiple tasks:
👥 Assigning Tasks
Assigning During Creation
When creating a task, you can assign team members:
Assigning to Existing Tasks
Method 1: Edit Task
Method 2: Quick Assign
Reassigning Tasks
To change who's assigned to a task:
Multiple Assignees
Tasks can have multiple assignees:
- Useful for collaborative tasks
- All assignees receive notifications
- Any assignee can update task status
- Work items can be logged by any assignee
Unassigning Tasks
✅ To Do List
Understanding Your To Do List
The To Do List shows all tasks assigned to you across all projects. It's your personal task management view.
Accessing Your To Do List
To Do List Features
Task Display
Tasks are shown with:
- Task name and project
- Due date
- Status
- Priority
- Estimated hours
- Progress indicator
Filtering Options
Filter your tasks by:
- Status: Show only tasks in specific status
- Project: Filter by project
- Due Date: Show overdue, due soon, or all
- Priority: Filter by priority level
Sorting
Sort tasks by:
- Due date (earliest first)
- Priority
- Project
- Status
Quick Actions from To Do List
From your To Do List, you can:
- Click task name to open details
- Change status quickly
- Log time/work items
- Add comments
- Update checklist
Marking Tasks Complete
📅 Task Activity Calendar
Understanding Task Activity View
The Task Activity Calendar provides a calendar view of all tasks and work items, showing when work is scheduled and performed.
Accessing Task Activity
Calendar Views
Month View
Shows a monthly calendar grid:
- Tasks appear on their due dates
- Work items appear on dates they were performed
- Color coding indicates status or type
- Click on a date to see details
Week View
Shows a weekly timeline:
- More detailed view of the week
- See task durations
- Better for planning
Day View
Shows a single day in detail:
- All tasks and work items for that day
- Time breakdown
- Detailed activity log
Navigating the Calendar
Interpreting Calendar Colors
| Color/Indicator | Meaning |
|---|---|
| Blue | Active/In Progress tasks |
| Green | Completed tasks |
| Red | Overdue tasks |
| Orange/Yellow | Due soon or high priority |