Add and manage your tasks Task types Task settings Add tasks to a meeting Generate PDF and XLS task reports Back to Help

Add and manage your tasks

Tasks are independent entities in the project stage, used for direct communication between the project team. Their purpose is to improve the flow of information, replacing phone calls and email. 

You can create a task directly on the plan using the Pin icon on the toolbar or by going to the task module and clicking the Plus icon. To create tasks, you need to have project admin or project editor rights on the project stage. Tasks can be independent or linked to a specific plan.

When creating a task, you should specify the task's status, priority, visibility, and type. By clicking on a task, the window will appear where you can change the properties of the task.

You can choose to have your task public or private. In public mode, everyone on the project can view the task. In private mode, the task is visible only to the people involved in the task (owner, assignees, and followers).

Each task has a creator, assignee, followers, and approvers. To find out more about roles, go to Task roles. It is not mandatory to add followers or approvers. It depends on the task.

All assignees, followers, and approvers receive an in-app notification and email when a task is created/added. 

Changes in tasks are visible only as a notification in the application, not via email.

Tasks cannot be deleted, but you can change their status to canceled and private.

Canceled tasks are visible to everyone, but you can turn them off by filtering.

Private tasks are visible only to task creators, approvers, followers, and assignees.

You can add multilingual translation to tasks. You must first add the language you need in the Project Settings (Project properties). Then click the task and click the tab with the abbreviation of your language (HR, EN, DE, etc.) below the description and enter your translation.  

You can also add disciplines and tags for easier filtering.

Task types

Task Types are

RFI - Request for Information; Doesn’t require any specific action, just an explanation
FYI - For your Information; Information without consequences on the project deadlines and workload 
Decision; Information about a decision that influences project deadlines and workload
To Do; The specific task with a deadline that requires specific action from the assignee
Milestone; Defines an important turning point in the project (deadlines, permits, etc.) 
Issue; Detects a problem, doesn’t have an assignee yet, can turn into a to-do afterward

Each type has a specific icon. You can see and filter all types in the Task List.

Task settings

In task details in the flyout menu, you can view and edit Properties, Checklist, Comments, History, Files, and Overview.

In task properties, you can edit all information entered. You can also add assignees when creating the task, or afterward. 

You can also add followers and approvers. There are different user roles on the task. To find out more about roles, go here. 

In the checklist, you can add items that need to be checked during the task. You can check the item when it is completed.

In the comments tab, all task members except project viewers can comment and discuss the task.

Each task has a history of its alterations, which allows you to track all changes. Each editing of the task is visible to other users. Once a task is closed, it is not possible to comment or change it.

In the files tab, you can upload and download files. 

In the task overview, you can see all the task details. You can also find a link to the plan next to the task if one exists. If there are none, it will be marked as n/a. 

You can also see how many files or comments you have on a task and follow the link to see them.

You can export task lists to Excel by selecting tasks and clicking the export icon in the upper right corner.

Add tasks to a meeting

You can add tasks to a meeting by checking the box next to the task and clicking on the icon Add task to meeting. In a pop-up window, you can add it to a new or existing meeting.

Generate PDF and XLS task reports

To export Tasks to Excel, click the highlighted icon, and it will automatically download the Excel file to your device.

To generate a report, you must click the highlighted icon, and a window with print options will appear. After selecting your preferences, you will receive an email with a link to download a file.