Task view

There are two viewing settings for tasks: List and Calendar. Users can toggle back and forth between the views by clicking the icon for each on the top of the Workflow screen.

List View

The list view is the default view for tasks. Order tasks according to when they are to be worked on in a project. This order determines how tasks are automated. Multiple steps can be active at the same time but tasks within a step can only be done one at a time.

Calendar View

The calendar view displays the open tasks similar to a Gantt chart. The tasks are ordered based on the order of the tasks, and the display of task lengths is based on assigned hours, scheduled start dates, and due dates. Tasks in the calendar view can be edited by clicking on the task.

Project task list

The task list template being used is displayed at the top of the screen. Clicking the three-dot ... button at the top of the task list opens a menu of the other task list templates; you can select and change the project task list.

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Changing task lists will overwrite task progress

You'll receive a notification when attempting to change a task list. Changing a task list overwrites any task progress for the current project workflow.

Next delivery deadline

The Next delivery deadline is displayed at the top of the task screen. If a date is set, the date and time will display on the screen. If it is not set, it will read "Next delivery - Not set" The next client delivery deadline is managed independently of the workflow to allow flexibility while scheduling internal tasks.

To update the deadline, click the delivery date icon. A pop up allows you to select the date, time and timezone for the next delivery. You also have the option to check the "Email client" checkbox to notify the client.

Project team

By clicking on the Project team button at the upper-right of the task screen, you can view who is on the project team. See Teams to learn how to set up project team assignments for specific clients or project types.

Learn more about Teams

If a team is set up for a project, people will automatically be assigned project tasks depending on their role.

Actions in the Project team

Click on the + button to add a person to the project's agency team or to the project's client team. People on the agency team can be assigned roles like Quality reviewer, for example. People on the Client team can be a collaborator or a follower. A collaborator can interact with a project; a follower can only view a project.

You can add roles, replace, or remove someone from the project team by selecting the three-dots ... next to the team member. A menu opens with Replace or Remove actions at the top and a list of roles below. To add a role, select a role in the dropdown list. To remove a role, select the x next to the role you would like to remove.

Tasks

Task list

All of the project tasks are in the list. If it is a task list, noted by the caret symbol, click on the group to show all of the tasks in that list.

Status

The Status column is used for each task and task list. A task list can have an Current, Pending, or Completed status. These are used to display whether a task in within the task list has started.

Tasks can be selected to be Current. Only one task in a task list can be current at a time. The task currently in progress will be assigned the "Current" status, and the corresponding task group automatically updates based on the task in progress.

Scheduled start

Tasks can be assigned scheduled start dates to better organize the flow of work within the project. Scheduled start dates can be assigned by opening the task sidebar. Tasks with scheduled starts will reflect the start on the calendar view of the workflow tasks.

Deadline

The Deadline for a task is the due date for the task to be completed. It can be set for each task by clicking the deadline field on the task in the task list within the Workflow tab. When updating a deadline, the following modal appears:

The popup for updating deadline contains two checkboxes. Checking the No task deadline will mark the task deadline as "Not set". Checking the Adjust future deadlines in this task list will change the deadline of all subsequent tasks within the same task group by the same amount of time that the selected task's deadline is changed.

Assignments

Upon creation of the task list and associated tasks, tasks are automatically assigned to project users based on respective user roles and if there is a project team assigned (See Teams for how to assign teams to a client or to a project type).

Learn more about Teams

Tasks can be assigned to multiple users. Click on the + button next to a task to assign someone to a task. If you want to remove someone from a task, hover over the person's avatar and click the X that appears. This will remove them from that task.

Completed tasks

Completed tasks are tasks that have been explicitly marked as completed by a team member. Completed tasks for a task group are viewed by clicking into the task group header or any task within the group and scrolling to the Completed tasks section.

Closed tasks

Closed tasks are tasks that have been closed, typically because the project workflow changed, but were not marked as complete by a person. Closed tasks for a task group are viewed by clicking into the task group header or any task within the group and scrolling down to the Closed tasks section. All closed tasks are listed and linked.

Adding tasks

Tasks can be added to any task group in the workflow by clicking the + Add task button at the bottom of a task list. The task details can be edited by clicking on the specific field, and tasks can be re-ordered by holding down the cursor on the left side of the task and dragging the task to the appropriate position.

Updating and Editing Tasks

Team members with individual tasks are able to view their respective tasks and update the task directly from the Workflow tab. Admin users have the ability to update any task in the workflow. Tasks can be updated by clicking on the respective field of the task, either in the list view or by opening the task sidebar. The following actions are available by clicking the task's ellipsis button in the dropdown:

Task updates can affect the other tasks within the task list. Updates to the following fields will affect other tasks in the workflow:

• Status
• Deadline
• Assigned Hours

Removing tasks

Tasks can be removed by clicking the ellipsis beside the task name and clicking Remove. Removing tasks will not affect the deadlines for other tasks within a task group. Removing a task also does not affect the workflow for future projects.