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 a 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. 

You can also link files from a Google Drive or OneDrive. Note here that the file is only linked. If other users want to view it, they need appropriate permissions in the Google Drive or OneDrive. A preview of these files within awork is currently not possible.

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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 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

How can I link my Google Drive or Microsoft OneDrive?

You can also attach files from the Google Drive or Microsoft OneDrive / Sharepoint to tasks, projects and comments in awork.

 

How to do it

  1. Select the respective cloud drive during upload. A window for login will open (if none opens, see section below)
  2. Log in with your account and you can search your Cloud Drive.
  3. Select the file you want to attach.
  4. The file will then appear in your task, project or as a placeholder in your comment. 

You can delete the file in the same way as regularly uploaded files. Only the link of the file to awork is deleted. The file remains unaffected in your Cloud Drive.

 

The window does not open

If the window does not open automatically, your browser probably prevents the pop-up from opening. Depending on your browser, do the following:

Chrome: At the top right of the URL line a small symbol appears, which indicates that a popup has been prevented. Click on it and allow it for your awork URL. Then select your Cloud Drive again to attach the file.

Firefox: A yellow notification bar will appear indicating that a popup has been blocked. Click on "Settings" on the right side of the bar and allow it for your awork URL. Then select your Cloud Drive again to attach the file.

Safari: A notice will appear in the URL saying that a popup has been prevented. Click on the hint or on the small window icon and the popup will open.

If this does not help, it is possible that your browser blocks necessary cookies. 🍪

 

My colleague cannot open the file

The file from your cloud drive is only linked to awork.

Not everyone who is allowed to see the task or project in awork can automatically see the files in the selected Cloud Drive.

It is therefore possible that someone does not have access to the file. This must then be regulated separately in the drive itself.

For Google-Drive this can be easily done with a permission request, which you can send when you open a file which you don't have permissions for.

The easiest way is even to connect awork and Google-Drive with your Slack. Then you can answer these permission requests with one click from within Slack. 

 

I have to enter my password every time

It is best to save your Google or OneDrive login in your browser, then it is only an account selection. 

If you work with several accounts this comes in very handy. Furthermore, the procedure ensures that in awork no accounts per user have to be saved.  

Can I export tasks?

Yeah, sure!

You can export all tasks of a project or a task view into an Excel table (.xlsx) for further processing.

In the project you will find the export button in the action menu of the Tasks tab, while being in list view.

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In the task views, the export button is also located in the upper right corner in the action menu.

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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.