LP2: Managing Your Task List

Introduction

Tasks which have been assigned to you will show in your Tasks page. There are a few ways you can view tasks, search them, and configure what information you want to appear in the tasks table.

You will only be able to see tasks which are Running (i.e. waiting to be completed), not tasks to which you have been assigned that are Pending (i.e. not ready to be completed).

Navigate to your Tasks page via the left-hand navigation panel.

Grouping Tasks

Should your Task list grow to the point where you are struggling to identify the urgent tasks, you can use the 'Grouped By' selection to filter the left-hand column by:

• Task Name
• Activity Name
• Parent Activity
• Due Date
• Assignment Type
• Organisation
• Priority
• Status
• Task Type

Tip: click once on a toggle to hide all tasks of a specific priority type and click once again to show.

Sorting Tasks

The task page can be sorted in ascending and descending order (alphabetically / numerically depending on the data) by using the arrows displayed on the column header:

You can choose which columns to view on your task page by clicking on the table settings button at the top right:

Filter By Text

Use 'Filter by text' to apply custom filters to your task list. The filter by text box is available in the Task list. Enter any text or value to quickly filter by key details such as project numbers and task names.

(For more information on quick search, please refer to our guide.)

Identifying the Task type

Tasks assigned directly to you will show a  icon.

Tasks assigned to a Role you belong to will show a  icon.

The coloured line at the start of each row indicates how soon the task is due.

• Green means the task is due in greater than 1 hour.
• Orange means the task is due in less than 1 hour.
• Red means the task is overdue.

Common Task Types

	A Basic Task - This is a task that just needs to be ticked off to be completed, it will show as the following icon in the task list:
	An Asset Upload Task - This task requires the user to upload a file in order for the task to be completed, it will show as the following icon in the task list.
	A Form Data Input Task - The task requires the user to complete a form in order for the task to be completed, it will show as the following icon in the task list.
	An Approval/Review Task - This task requires the user to approve or review a document/asset for the task to be completed, it will show as the following icon in the task list.

(For more information on all task types, please refer to our guide.)

Adding a Note

In the task list, a note can be added to the task by clicking on the speech bubble. The user can add their note and then click 'add a note' to save the note against the task.

When a note has been added against a task the speech bubble icon changes to the following denoting how many notes have been added against this task:

To view all notes that have been added or to add another note, click on the speech bubble to open up the notes window.

(For more information on notes/comments, please refer to our guide.)

Viewing the full Activity linked to a Task

In the task list, there is a column called Activity Name: this is the Activity (workflow) relating to the task. 

If the activity is a 'child' it will have another activity in the Parent Activity column. Clicking on the links will take you to the Activity Summary page for that Activity.

Note: a child activity refers to an activity that was launched/triggered as part of another activity. Access to the Parent Activity will depend on how the workflow has been set up.

(See our guides on Activity Summary Pages and Child/Parent Activities)

Taking a Task assigned to a Role

When a task is assigned to a Role, everyone sharing this Role will see the same task in their Tasks list until it has been completed. You don't need to 'take' the task to complete it yourself, but if you want to ensure a specific task goes to yourself only, you can do this by:

1. Click the arrow on the left side of the Activity Name

2. Click 'Take it'

Transfer a Task Assigned to You

If you have been assigned a task that you are unable to complete, you can transfer the task to another user with the same Role as yourself.

1. Click on the arrow on the left side of the Activity name.

2. Click 'Transfer to...'

3. Select a Role or a Contact to transfer the task to.

4. Click 'Transfer' and the task will be transferred to that Contact or Role

(For more information on transferring tasks, please refer to our guide.)

See also:

LP2: Task Types and Configuring an Activity Template

LP2: Transfer Tasks

LP2: Viewing Activity Summary (Key Metrics, Tasks, Linked Activity, Fields, Assets, Products, Briefs and Commercials)

LP3: RACI Assignments