Tasks Overview

Table of contents

1. Creating a Task
2. Assigning a Task
3. Managing a Task
4. Duplicating a Task
5. Archiving and Deleting a Task
6. Smart Lists

About Tasks

Tasks allows users across the platform to assign, track, and collaborate on work-related tasks. It can also be used to manage personal reminders.

Organization that use both Library and Tasks can:

• Add the Sign Off feature to Library items, which uses Tasks to alert users.
• Enhance the utility of Scheduled Review in Library, helping action Item Contacts to complete their reviews.
• Create Tasks from the Action Menu of Library Items. These are linked to the Item and are a great way to action collaborators to check a document.

Organizations that use both Discussions and Tasks can create Tasks from the action menu of a Discussion post. These Tasks link back to the post and are useful for reminding yourself or others to follow up.

To add Tasks to your subscription, please contact your Customer Success Manager.

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

Creating a Task

To create a new Task:

1. Navigate to Tasks and select + button

Tap Tasks in the Main Nav Panel. In the Tasks panel, tap the + in the action bar to create a new Task.

2. Enter Task Details

Enter the Name and Assigned To fields (both are required). You can also add:

• a description to provide more context (this will also help you find the Task later via Search)
• a due date
• Collaborators

3. Save the 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 Edit at the top of the Task first and then tap the "X" next to the name.

To involve more than one person with 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 current Smart List appears at the top of the view. Select the dropdown menu and pick a Smart List to navigate to. A red dot beside a Smart List indicates that a Task is new or has been updated. Select a Smart List to view its Tasks.

A red dot beside a Task indicates it is new or has been updated. Tap on a Task to view its details.

Within the Task Details page, you can:

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

Within the Action Menu (three dots top right), 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 (only works for the Assignee and Collaborators)
• Archive the Task

Quick Actions 

Quick actions allow users to perform common actions directly from the Tasks list without opening the full Task. 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

Duplicating a Task

Duplicating a Task is the most efficient way to assign the same work to multiple people while tracking their progress individually. While adding collaborators to a single Task allows for group collaboration, duplicating creates separate, identical copies for each assignee. This ensures that when one person completes their version, it does not affect the status of the others.

This feature is ideal for recurring work, such as monthly project summaries, or when you need several team members to review the same document independently. Duplicating a Task can be performed by any user with access to the original Task.

How to duplicate a Task

To duplicate an existing Task:

1. Navigate to Tasks and select the Task you want to copy.
2. Click the Action Menu (three dots) in the top right corner of the Task Details page.
3. Select Duplicate.
4. On the “Assign duplicates to…” page, add people or groups you’d like to assign duplicates to, then select Continue.
5. On the “Select data…” page, choose which data you’d like copied, then select Continue.
6. Manually make any other additions or modifications to the Task.
7. Finally, select Save.

Archiving and Deleting a Task

Tasks can be moved to the Archived list. Archive is available in the Action Menu (three dots) on the Task Details.

To delete a Task, it must first be archived. Once it's in the Archived list, you can select Delete or Unarchive from the Action Menu (three dots) on the Task Details.

If a Task is complete, do not archive it immediately. 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 allow users to save commonly used filters and settings in the Tasks view.

When you open the Smart List dropdown menu, the Smart Lists will be shown in the panel in two sections:

• Default system-managed lists are in the top section
• My Smart Lists will show all personally saved Smart Lists in the lower section

My Smart Lists includes three default Smart Lists: "Assigned to me", "Assigned to others", and "Created by me".

Creating Smart Lists

To create a new Smart List, Users:

1. Open the Filter or Settings panel
2. Make changes to the settings and/or filters and click Show Items
3. Tap the bookmark icon in the top-right corner
4. Select Create New Smart List (or Save Changes if you want to update the existing one)
5. An alert will appear to name your new list, enter a name and then click Save
6. Your new list will now appear in My Smart Lists
   

Managing Smart Lists

When Smart Lists are displayed, they will be shown in two sections:

• Default system-managed Smart Lists are in the top section, and
• My Smart Lists will show all personally saved Smart Lists.
• The All Smart List can’t be renamed, hidden, or deleted
• The Unread, Incomplete, Complete and Archived Smart Lists cannot be renamed or deleted, but can be hidden
• Personal Smart Lists can be modified, hidden, renamed, or deleted

To manage a Smart List:

1. Hover over the Smart List name (desktop) or tap it (mobile)
2. Click its Action Menu (three dots)
3. Choose your option and follow the steps provided

Note: Hidden lists are still saved—you can reveal them by checking Show Hidden Smart Lists at the bottom of the panel.

To modify an existing Personal Smart List:

1. Select it
2. Open the Filter or Settings panel
3. Make changes to the settings and/or filters and click Done
4. Click on the save icon in the right corner and select "Save Changes" 

You can also choose which Smart List opens automatically when you go to Tasks. If there’s a Smart List you use most often, you can select 'Always Start Me Here' so it’s selected automatically when you open a view.

1. Hover over the Smart List name (desktop) or tap on it (mobile)
2. Click its Action Menu (three dots)
3. Choose 'Always Start Me Here'

When a Smart List is set as the default, an indicator appears in its action menu.

Note: Defaults are saved per device, so the Smart List that opens on desktop can be different from the one that opens on your phone.

System Admins can also choose which Smart List is selected automatically for any New User that joins the platform. This ensures new employees start in the most helpful view when they first open Tasks.

1. Hover over the Smart List name (desktop) or tap on it (mobile)
2. Click its Action Menu (three dots)
3. Choose 'Start All New Users Here'

Note: Default Smart Lists for new users apply across all devices, so the Smart List that a new user opens to on desktop will be the same as the one on their phone.