Tasks

Setting Up a Recurring Task For work that repeats on a schedule, such as a weekly report or a daily checklist, you can set a task to recur instead of recreating it manually every time. To set up a recurring task: Start creating a new task as usual, and set its type to Recurring. Choose a repeat pattern: Daily, Weekly, Monthly, or Custom. Optionally choose to skip weekends. Set a recurrence start date and end date — both are required for a recurring task. Optionally... Assigning Tasks & Setting Priority or Due Dates Two quick edits you'll make on a task repeatedly: who's responsible for it, and how urgent it is. Assigning or Reassigning a Task Unlike some tools that only allow one assignee, tasks in PMS can be assigned to several people at once, useful for shared work rather than splitting it into separate identical tasks. To assign or reassign a task: Open the task and click Edit. Update the Assignees field; add or remove people as needed. Save your changes. Newly... How to Create a Task Tasks live inside a project and are the main unit of work assigned to people. Creating one with a clear title, requirements, and assignees upfront saves back-and-forth later. To create a task: Open the project the task belongs to, and choose New Task. Enter a title (required the short name shown in task lists) and a description (the full context and instructions for the work). Optionally add a requirements checklist: individual line items the assignee needs to cover, useful when...

Tracking Delegated Tasks Once a task has been delegated, PMS keeps a record of the full chain of who delegated it, to whom, and when, so it's easy to see how a task ended up where it did. To view a task's delegation history: Open the task. Look for its Delegation section or chain. Review each delegation in order: delegator, recipient, reason, and status (pending, accepted, or rejected). Good to know: A task's "current owner" the person actually responsible for it right now... How to Revoke a Delegation If you delegated a task and need to pull it back before the other person responds, you can revoke it. To revoke a delegation: Open the task you delegated. Find the pending delegation. Click Revoke. Confirm the delegation is cancelled and the task remains with you. Good to know: Revoking only works while the delegation is still pending. Once the recipient has accepted it, you can't revoke it; you'd need to ask them to delegate it back, or involve an... Accepting or Rejecting a Delegation A task delegated to you doesn't become yours automatically; you choose to accept it or decline it. Accepting a Delegation To accept a delegation: Open the pending delegation, usually surfaced as a notification or in the task itself. Review who delegated it, their reason, and any notes. Click Accept. You're now the task's current owner going forward. Rejecting a Delegation If a task is delegated to you and it's not something you should take on, you can decline it. To... Delegating a Task to Someone Else   Delegation hands a task to another person but unlike simply reassigning it, the recipient has to accept it before it's really theirs, and you decide upfront whether their finished work comes back to you first. To delegate a task: Open the task. You must have already acknowledged it, and it must be allowed to be transferred (set when the task was created). Click Delegate. Choose who to delegate it to; you can't delegate a task to yourself. Give a...

Self-Approving or Marking Your Own Sub-Task for Rework If you're both the creator and assignee of a sub-task, you made it for yourself you review your own submitted work directly instead of waiting on someone else. Self-Approving To self-approve: Open your submitted self-created sub-task. Click Approve. Save   Marking for Rework If, on review, your own self-created sub-task isn't actually ready, you can send it back to yourself for rework rather than approving it. To mark for rework: Open your submitted self-created sub-task. Click Needs Rework. Add a... Adding Files, Links & a Private Note to a Sub-Task Sub-tasks have their own Files section, separate from the parent task's files, plus a private note only you can see. Files & Links To add a file or link: Open the sub-task and go to its Files section. Click Upload to add a file from your device, or Add Link to paste a URL. Save These files count against your organization's shared storage, same as project and task files. Private Note Like tasks, sub-tasks support a private note visible only... Abandoning a Sub-Task: Requesting & Deciding If a sub-task shouldn't be finished, requesting abandonment calls it off with an explanation rather than leaving it unfinished. Unlike tasks, only Admins or Managers can decide on the request not the sub-task's own creator. Requesting Abandonment To request abandonment: Open the sub-task. Click Request Abandonment. Add a reason, if you have one. Submit status changes to Abandon Requested.   Approving or Declining the Request To respond to a request: Open the sub-task showing Abandon Requested. Review the reason given.... Reopening a Sub-Task If a submitted or approved sub-task turns out to need more work, reopening brings it back to active status instead of creating a new one. To reopen: Open the submitted or approved sub-task. Click Reopen. Give a reason (required), and optionally instructions, a new deadline, or files. Confirm Good to know: Only the sub-task's creator, an Admin/Manager/Team Lead, or someone in its delegation chain can reopen it. Self-Approving or Marking Your Own Sub-Task for Rework If you're both the creator and assignee of a sub-task you made for yourself, you review your own submitted work directly instead of waiting on someone else. Self-Approving To self-approve: Open your submitted self-created sub-task. Click Approve. Confirm Marking for Rework If, on review, your own self-created sub-task isn't actually ready, you can send it back to yourself for rework rather than approving it. To mark for rework: Open your submitted self-created sub-task. Click Needs Rework. Add a comment or... Pausing & Resuming a Sub-Task Sub-tasks track active work time the same way tasks do. Pausing stops the timer and records why; resuming picks it back up. Pausing To pause a sub-task: Open a sub-task that's In Progress or Submitted. Click Pause. Choose a reason: Waiting for Client, Waiting for Manager Approval, Waiting for Dependency, Technical Issue, Personal Break, Meeting, Internet or System Issue, or Other. Confirm status changes to Paused and the timer stops. Resuming To resume a sub-task: Open the paused sub-task. Click... How to Revoke a Sub-Task Delegation If you delegated a sub-task and need to pull it back before the other person responds, you can revoke it. To revoke: Open the sub-task you delegated. Find the pending delegation and click Revoke. Confirm the sub-task remains with you. Good to know: Revoking only works while the delegation is still pending; once accepted, you can't pull it back this way. Accepting or Rejecting a Sub-Task Delegation A sub-task delegated to you isn't yours until you respond to accept it and take it on, or reject it to send it back. Accepting To accept: Open the pending delegation. Review who delegated it and their reason. Click Accept; you're now the sub-task's current owner. Rejecting To reject: Open the pending delegation. Click Reject. Optionally add a reason, then confirm the sub-task stays with whoever delegated it. Good to know: This works exactly like task delegation; see Accepting or... Delegating a Sub-Task to Someone Else Like tasks, sub-tasks can be handed off to someone else, but they have to accept it first, and you choose upfront whether their finished work comes back to you before going further. To delegate a sub-task: Open the sub-task. It must already be acknowledged and allowed to be transferred (set at creation). Click Delegate. Choose who to delegate it to; you can't delegate it to yourself. Give a reason for the transfer (required) and any extra details. Choose the submission... Acknowledging a Sub-Task Just like a regular task, a sub-task needs to be acknowledged before it counts as actively being worked on this starts its timer and moves it out of pending. To acknowledge a sub-task: Open a sub-task assigned to you that's pending or reopened. Click Acknowledge. Its status changes to In Progress, and its timer starts.   Good to know: Only the assignee (or an Admin/Manager/Team Lead) can acknowledge a sub-task. Acknowledging is required before the sub-task can be delegated; see... How to Create a Sub-Task A Sub-Task is a smaller, trackable piece of work nested under a parent Task; for example, a "Social Media Setup" task might have a "Create Accounts and Passwords" sub-task underneath it. Internally, these are called Deliverables, and they can also be created directly under a project without a parent task. To create a sub-task: Open the parent task (the "mother task") and go to its Sub-Tasks section. Click New Sub-Task. Enter a title (required) and description of what this specific...

Task Comments: Adding, Replying & Attaching Files Comments are the running conversation on a task: questions, updates, and context visible to everyone with access to it. Adding a Comment To add a comment: Open the task and go to its Comments section. Type your comment. Optionally attach a file to the comment. Post it.   Replying to a Comment Replying keeps a specific thread of conversation together, instead of a discussion turning into a long list of loosely related top-level comments. To reply to a comment: Open... Following a Task for Updates Following lets you keep an eye on a task's progress without being an assignee useful for stakeholders who want visibility but aren't doing the work themselves. To follow a task: Open the task. Click Follow. You'll now be notified of updates on this task, the same as if you were more directly involved. Click Unfollow at any time to stop.   Good to know: Followers can also be added by whoever creates or edits the task, so you may find...

Tracking Task Change History Every meaningful change to a task status updates, edits, reassignment is recorded, so you can see exactly what happened and when. To view a task's history: Open the task. Go to its History or Activity section. Review the chronological list of changes and workflow events. Good to know: This is especially useful on tasks that have been delegated, paused, reopened, or reworked several times; the history lays out the full sequence. Abandoning a Task: Requesting & Deciding Sometimes a task simply shouldn't be finished. Assignees can't cancel a task outright they request abandonment, and the task's creator (or a Super Admin) decides whether it goes through. Requesting Abandonment To request abandonment: Open the task you want to abandon. Click Request Abandonment. Add a reason, if you have one (optional). Submit the request; the task's status changes to Abandon Requested, and the task's creator is notified. Approving or Declining the Request To respond to an abandon request: Open... Reopening a Task If a task turns out to need more work after being approved, reopening it brings it back into an active state instead of creating a duplicate task. To reopen a task: Open the completed task. Click Reopen. Add a comment explaining why, and optionally a new deadline or instructions. Confirm the task's status changes to Reopened and the assignee is notified. Good to know: Reopening keeps the task's full history intact the original approval and everything before it stays on... Reviewing a Task: Approve or Reject Approving or rejecting is how the assigner (or an Admin/Manager) formally decides on a submitted task; assignees can't approve or reject their own work. Approving a Task To approve a task: Open the submitted task. Review the submission notes and any attached files. Click Approve. Confirm the assignee is notified. Rejecting a Task If a submitted task isn't ready, rejecting it sends it back to the assignee with your feedback instead of approving it. To reject a task: Open the... Understanding Task Statuses A task moves through a fairly specific set of statuses as it goes from assigned to finished; knowing what each one means helps you understand what's expected next. The main statuses: Pending / Not Started: Just created or assigned; waiting on the assignee to acknowledge it. In Progress: Acknowledged, timer running (or paused). Paused: Work temporarily stopped, either by the assignee (with a reason) or by the assigner. Submitted: Handed off for review. Approved: Signed off by the assigner/Admin/Manager. Rejected:...

Using the “My Tasks” and “Self Tasks” Views These two views look similar but answer different questions: who assigned this work? The difference: My Tasks: Tasks assigned to you by someone else (or delegated to you, making you the current owner). This is your "here's what's been handed to me" list. Self Tasks: Tasks you created and assigned to yourself. This is your "here's what I've set for myself" list.   Good to know: If a task you created is assigned to someone else, it shows up in... Reordering Your Task List You can drag tasks into whatever order works for you, rather than sticking with whatever order they were created or sorted in. To reorder tasks: Go to your task list. Drag a task up or down to move it. Drop it in the new position; the order is saved automatically.   Good to know: This changes the display order only it does not affect due dates, priority, or status. Like project reordering, this is a personal display preference and doesn't... Saving Custom Task Views If you regularly filter your task list the same way, you can save that combination as a named view instead of rebuilding it every time. To save a view: Apply the filters you want (assignee, project, status, priority, etc.). Choose Save View. Give it a name. Optionally set it as your default view, so it loads automatically next time. Save Good to know: Saved views are personal they don't change what anyone else sees in their own task list. You... Filtering & Sorting Your Task List With more than a handful of tasks, narrowing down to what matters and putting it in the right order is faster than scrolling through everything. Filtering To filter your tasks: From your task list, use the search box to find tasks by title, status, priority, business ID, assignee name, or project name. Use the filter options to narrow by assignee, project, status, or priority. Combine filters as needed; they apply together, not one at a time. Sorting To sort your...

Attaching Private Notes to a Task Notes are different from comments: they're personal, visible only to you, meant for your own working reminders rather than team communication. To add a private note: Open the task. Go to My Note (separate from the Comments section). Type your note. Save Good to know: Because notes are private to you, they're a good place for reminders or working thoughts you don't want cluttering the shared comment thread. If you need to communicate something to teammates, use Comments instead notes... Pausing & Resuming a Task If you need to stop active work on a task, pausing it records why instead of just letting it sit with no explanation; resuming picks it back up. Pausing a Task To pause a task: Open a task that's In Progress or Submitted. Click Pause. Choose a reason: Waiting for Client, Waiting for Manager Approval, Waiting for Dependency, Technical Issue, Personal Break, Meeting, Internet or System Issue, or Other. Confirm the task's status changes to Paused and its timer stops.... Submitting a Task for Review Once the work is done, submitting hands the task to whoever needs to sign off on it, usually the person who assigned it. To submit a task: Open the task you've been working on. Click Submit for Review. Add any notes or attach files relevant to the completed work. Confirm the task's status changes to Submitted, and the assigner is notified. Good to know: You can submit from most active states: in progress, paused, reopened, or even rejected (to resubmit... Acknowledging a Task Before a task counts as actively being worked on, the assignee needs to acknowledge it. This is what actually starts the task's work timer and moves it out of its initial pending state. To acknowledge a task: Open a task assigned to you that's in a pending / not-started / reopened state. Click Acknowledge. The task's status changes to In Progress, its timer starts, and the person who assigned it is notified that you've started. Good to know: Only assignees...