Tasks

How-To

My Tasks

The "My Tasks" section shows all of your tasks grouped by project, but you can change this grouping. Additionally, there is a list for your Private Tasks. You can rearrange your private tasks by drag and drop or go directly to the project details by clicking on the project name.

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Group and sort tasks

Via the group and sort function, each user can set the view for the My Tasks to suit their needs best. awork will always remember the last used view.

You can group by the following entities:

  • Project (Standard)
  • Project type
  • Type of work
  • Upcoming daily
  • Upcoming weekly
  • Upcoming monthly
  • No Grouping

You can sort by the following entities:

  • Default sorting
  • Type of work
  • Due on
  • Created on
  • Planned Effort
  • Status

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View modes

The list view itself also gives you the option to

  1. Add new tasks
  2. Decide if you want done tasks to be shown
  3. Group tasks
  4. Sort tasks
  5. Search

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Tip: For the done private tasks, only tasks that were finished in the last 30 days are shown.

Tip: If you have more than three projects, only tasks from active projects (yellow status) will be shown. 

Task actions

You can perform the following actions for each task:

  1. Set task status
  2. Go to task details
  3. See planned effort
  4. See task lists/project (depending on grouping)
  5. Edit recurrence rule
  6. Set due date
  7. Start time tracking
  8. Set assignee
  9. Edit task
  10. Create new time entry
  11. Delete task

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Create new tasks

There are many places to create new tasks in awork:

  • Global Add Button
  • Dashboard – My Tasks
  • Project Tasks
  • My Tasks

Depending on where you start there are two ways to create a new task

  • Add Modal
  • Within a task list

Add Modal

When adding a task there is a popup with the following options:

  • Task Name
  • Description
  • Start Date
  • Due Date
  • Planned Effort
  • Assignee
  • Project
  • Add the task to a list (not for private tasks)
  • Type of Work
  • Task Status
  • Add Attachments

If you check "Create another task" the window stays open so that you can continue creating the next task. Otherwise the window will close and the task is created.

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Task List

To create a new task just click in the “Add task” area and type the name of your task. Or you go to the position within the list where you want to create the task. There will be an option to create a task at any position. 

You can now select a type of work and hit enter to create a new task.

If you want to add more information you can do this directly in the task list or within the task details.

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Task details

You can get to the task details by clicking on a task in a task list, the dashboard widget or notification.

Edit base data

Now you can edit the task name, description, assign tags or move the task to another list.

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Subtasks, Deadline & Progress

To add a subtask you just click on "Add subtask" and type the name of the task. Subtasks don't have their own deadline or assignee. You can also add a due date and set the planned effort for the task.

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Upload files

Files can be uploaded to the task directly or in the activity log (see below). To upload a file, click on "Upload Attachment" or drag & drop the file into your browser. 

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Activity log

You can track every change of the task and create comments (try also to tag other users via @ ) in the activity log. You can also add files to the task via a comment by uploading the file within your comment. It will also show a preview in the activity log.

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Change task status & track time

On the very top you can switch the task status and start the timer for the task.

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Notifications & other settings

In the top right corner, you can enable / disable notifications for a task or set it as priority. You can also click on the three dots the get to further actions:

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Task Views

Task Views give you the option to create individual views for your tasks via filters. That way you can e.g. bundle tasks from your team or customer hat are due this week in one single view. Of course there is the option to choose from many other filters. 

Tipp: While private tasks are shown, you can only see your own private tasks or private tasks that you have assigned to other users.

Overview

Within the task views you have the following options:

  1. Create new task views
  2. Switch between task views
  3. Group view
  4. sort view
  5. Edit tasks view
  6. Delete task view
  7. Project name (view only)
  8. Deadline (view only)
  9. Assignee (view only)
  10. Open task details

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Create new Task View

First of all there is the option to create new task views (1) or to select an existing task lists (2) that was shared by other users in your workspace.

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If you create a new task view you have the following options:

  1. Set name for the view
  2. Select the filters you want to apply
  3. Task-Preview for selected filters
  4. Option to share the task view with your workspace

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After saving the task view the task will show in the middle of your screen.

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Work with Task Views

You can switch between task views by clicking on the name of the task view at the top of the page.

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If you click on a task the task details are shown. You can edit the task details directly from the task view.

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Group and sort tasks

Via the group and sort function, each user can set the view for the My Tasks to suit their needs best. awork will always remember the last used view.

You can group by the following entities:

  • Project (Standard)
  • Project type
  • Type of work
  • Upcoming daily
  • Upcoming weekly
  • Upcoming monthly
  • No Grouping

You can sort by the following entities:

  • Default sorting
  • Type of work
  • Due on
  • Created on
  • Planned Effort
  • Status

TaskView-ENG.gif

FAQ

Is it possible to create a new task status in a project / project board

The available task status will be defined for a project type and set in the project type settings.

But it is also possible to create a new status in the project board. Just click the "+" button on the right, name that status and move it to the desired position via drag & drop. This helps to edit your workflow on the go. The new status is also available in the list view for that project.

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The colors stand for the following task status types:

  • Blue (To-Do): Tasks you are not working on, e.g. backlog tasks
  • Yellow (In Progress): Tasks you are actively working on
  • Red (Stuck): Task you can't work on, because there is an obstacle 
  • Purple (In Review): Waiting for superior or client
  • Green (Done): Task you have finished

Can I create Subtasks?

Yes, it is possible to create subtasks within a task. We show you how to do it in the article for the Task details.

Can I tag people for a task?

Yes, just go to the task details and create a comment using the @ sign in the activity log.

Depending on their individual notification settings, the tagged users will get notifications about your comment.

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Can I assign one task to multiple users?

No, one task can only be assigned to one user. You may need to split the tasks into the parts for every user. 

Can I create tasks from Emails?

Right now this is only possible via the Zapier integration.

If you create a new Zap select Email by Zapier as trigger.

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Now you need to enter a custom mail address. 

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Send a test Email to that address and process with the test. Afterwards you can select the action to create an awork task via Zapier. See our article about the Zapier Integration for details how to set this up.

If the Zap is active you can send Emails to this new address and they will show up as tasks in awork.

Can I add files to a task?

Yes, just navigate to the task details and select “Attach file” or drag & drop it into the area. You can add one file at a time, but as many files as you like.

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You are also able to add files to comments in the activity log. You you need to upload them with a comment.