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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Quick creation with shortcuts 

The window for quickly creating tasks opens when you press the "t" or "a" key anywhere in awork (as long as you are not writing something).

In the window you can write down your task, assign project, list, deadline and user and save it with Enter/Return.

Using slash commands, you can also assign tasks without using the mouse. Just enter "/" in the task field and awork will automatically search for possible actions you enter.

For example, the user to be assigned, the project, the project's lists, the deadline, etc. 

You can also upload files by simply dragging and dropping them into the window, or by using the slash command "/file". 

After saving, the window remains open so that you can directly create the next task.

You can close it by clicking on the red cross, by pressing the ESC key or by clicking on the background if you have not yet entered any text.

When the task has been created successfully, a confirmation notice appears at the top right of the window. If you click on it, you will be taken directly to the task. 

Practical hint: If you open the window within a project, exactly this project is already preselected.

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Current restrictions

Currently it is not yet possible to set tags, activity, priority, description, start date and planned effort for a task within the quick task creation.

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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Contributors

In awork, task contributors are the users who receive notifications for a task.

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The notifications for a task are automatically activated for a user, if e.g.

  • this user has created the task
  • the user is assigned to the task
  • the user is mentioned in a comment on the task

By deactivating the notifications for a task, the user will be removed from the list of contributors and will no longer receive updates for this task. Each user can only remove themselves from the list of contributors.

The user who is also the assignee of the task will not be displayed again among the contributors, despite the fact that this user also receives notifications.

Tasks from Emails

By forwarding emails to specific awork email addresses, tasks can be created directly from the emails.

This allows incredible practical processes to be streamlined, such as:

  • Invoice approval by forwarding invoices to a central project.
  • Processing customer requests for e.g. regular social media contributions
  • Processing applicants in a structured way Collecting and processing feedback & bugs for software products
  • etc.

Every project and every user has a special, unique email address in awork.

You can find this for the project in the project settings.


Project settings

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For the user, the e-mail address can be found in the profile settings.

User profile

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Note: Since tasks are created anonymously via e-mail, no authorisation check is carried out here. Even a user without write access to the project tasks can therefore create a task in the project. 

 

What information is included in the task?

Email Task
Recipient
(The first one next to the awork e-mail box)
Assignee
(Matching via e-mail address of the user)
Subject Name
Email content/body Description
(formatting is being stripped)
Attachments

Attachments
(up to 30 MB per email)

cc Recipient Contributors
(Users who will receive future notifications for the task; matching via the user's e-mail address)

 

Add tags via the subject

Tags in the format #tag that are in the subject are taken over as task tags in awork.

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Use the vCard for your address book 

In addition to the e-mail field, you can download and save a vCard, i.e. an address book contact. This way you can save this contact in your email client and forward emails to the respective address more quickly without having to look up the address.

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Sort tasks into task list

Project tasks can be created automatically in certain task lists. To do this, you can select the respective standard task list in the project settings.

 

Automate tasks

In the project settings, or the settings of the project type, you can create automations for tasks that were created from emails.

This way, you can directly perform further actions on the tasks from emails, such as setting agents, adding tags, changing the status or adding a deadline. How cool is that then?

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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

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FAQ

Can I edit or move several tasks at the same time?

You can select several tasks in the list views in awork and carry out certain actions.

You can do this under My tasks, the list view of tasks in a project and in the Task views.

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To do this, select the tasks or entire lists using the checkboxes to the left of the task list that appear when you move the mouse over the task lines.

A bar now appears at the bottom of the window, showing how many tasks are selected and giving you various actions. Here you can deselect the tasks, then the bar disappears again, or you can carry out an action on all selected tasks.

The following actions are available.

Available actions

Change task status
Changes the status of the selected tasks. This action is only possible if the selected tasks all belong to the same project, because the task statuses can be different for each project.

Change assignee
Changes the assignee for all selected tasks. The assignee can also be removed.

Change deadline
Changes the deadline for all selected tasks. The deadline can also be removed.

Change project
Changes the project for all selected tasks. A new task status must also be selected here, because the task statuses can be completely different in the new project. A list can also be selected to which the tasks are to be moved.

Change list
Moves all selected tasks to another list. The tasks are automatically removed from all other lists. However, there is also the option to leave the tasks in the current lists and only add them to the selected list.

Change tags
Adds a tag to all selected tasks.

Change activity
Changes the activity for all selected tasks. Here you can also select whether the same activity should also be changed for all times entered on the task.

Set prio
Changes the priority for all selected tasks.

Delete tasks
Deletes the selected tasks.

Necessary permissions

In the Task views, global editing permissions are required for tasks in order to be able to edit tasks simultaneously from the freely defined filters.

In the list view of the tasks of a project, editing rights are only required for the tasks of the project.

Under My tasks, each user can edit their own private and project tasks simultaneously.

What is currently not possible?

Currently, no other actions are possible that are not listed above.

Furthermore, it is currently not possible to select and edit multiple tasks from the Dashboard, Board or Timeline view at the same time.

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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