Tasks

Table of contents

1. Creating a task
2. Assigning a task
3. Managing a task
4. Archiving/Deleting a task
5. Smart Lists

About Tasks

Tasks enables users across the platform to assign, track, and collaborate on work-related tasks. It’s also a useful tool for managing personal reminders. 

Organizations with both Library and Tasks enabled can add the Sign Off feature to Library items and assign related tasks to everyone who can view them (Learn more).

For customers interested in adding Tasks to their current subscription, please contact your Customer Success Manager for more information.

Note: System Administrators can disable Tasks at any time in Administration settings > Views and Functions > Manage Views and Options.

Creating a Task

1. Navigate to Tasks and select "+" button

Tap Tasks at the top of the Main Navigation and it will slide out. At the top of the Tasks slide-out, tap the "+" in the action bar to start creating a new Task.

2. Enter Task Details

Enter task details in the “Name” and “Assigned to” fields (both are required to save the task). You can also add a description to provide more context.

Optional: Add a due date and/or Collaborators to the task

3. Save Task

When you're ready, tap Save at the top of the screen and the task will be sent to the person it is assigned to.

Assigning a Task

By default, your name appears in the Assigned to field. To remove yourself or others from the task, tap the "X" next to the name.

NOTE: To remove someone from an existing task, tap Edit at the top of the task first.

To assign more than one person to a task, tap the Collaborators bar to open the Edit Collaborators screen and make updates. When finished, tap Save.

Managing a Task

When you open Tasks, the top section displays a default set of lists to help you sort and view your tasks. 

Tap a list to view its tasks. A red dot next to a task means it’s new or has been updated. Select a task to view its details.

Within the Task Details page, you can:

• Mark the task as Completed
• Add a comment or attachment or @mention someone in the Timeline
• Edit the Task via the Edit button at the top of the Task
• View the Timeline which shows comments from others and tracks all actions taken on the task

Within the "three-dot menu” in the right corner, there are even more actions:

• Mute notifications for the task so that red dot does not appear when there are updates to the task
• Duplicate the task to one or more people
• Copy a link to the task for sharing with others
• Archive the task

Quick Actions 

Quick actions are fast, one-tap interactions that let users perform actions directly from the tasks list, without needing to open the full task details. When you hover over a task, the following quick actions for that task will appear:

• Envelope icon - Mark task as read/unread

• Bell icon - Mute/unmute notifications

Archiving/Deleting a Task

Tasks can be moved to the Archived list instead of being deleted. Once archived, tasks can then be stored, deleted, or unarchived.

Archive is available in the “three-dot menu” of the Task Details 

To delete a task, you must archive it first. Once it's in the Archived list, you can select Delete or Unarchive from the “three-dot menu” of the Task Details.

If a task is finished, don’t archive it right away. Instead, check the box next to Completion Status to mark it as complete—it will appear crossed out in your list. To re-open the task, simply uncheck the box.

Smart Lists

Smart Lists is a feature that gives users new ways of filtering and sorting their tasks.

When you open Tasks, you'll see two sections of lists. The upper section contains the default system-managed lists for sorting your tasks.

In the lower section, you'll find “My Smart Lists”, which includes three default Smart Lists: Assigned to me, Assigned to others, and Created by me.

Creating Smart Lists

Approach #1: Select the “Add List” action in the main Tasks view

1. Open Tasks
2. Tap “Add List”

3. The Smart List settings will appear and you can enter the task settings and filters you want to save for the Smart List.

4. For more filter options, tap Add a Filter and select any additional filters you want applied to this list.   

5. Tap Save
6. On the screen that appears next, enter a name for your Smart List, then tap Save again
7. Your new Smart List should now appear under the “My Smart Lists” header in Tasks

In the future if you’d like to make modifications to the settings and/or filters:

1. Go to any Smart List
2. Tap the list you want to edit
3. Select the filter icon in the action bar
4. Make changes to the settings and/or filters and then tap Save

Approach #2: Open an existing Smart List, change its settings and/or filters, and then save it as a new Smart List

To modify an existing Smart List and save it as a new one:

1. Go to any Smart List
2. Tap on the list you want to edit
3. Select the filter icon in the action bar
4. Make changes to the settings and/or filters and then tap Save
5. Tap the “three-dot menu” and select Save as a new Smart List

6. An alert will appear where you can enter a name for your new list when prompted and then tap Save
7. Your new list will now appear in My Smart Lists

Managing Smart Lists

To delete, hide/show, or rename a Smart List

1. Hover over any Smart List
2. Open its “three-dot menu”
3. Select your option and follow the steps provided

To hide and show any of the Smart List you have hidden, tap the checkbox at the bottom of the Tasks slide-out.