Tasks tab

Tasks are the activities related to the teamspace that need to be performed by someone. A task can be assigned to an individual or left unassigned. Assignment of a due date is also optional. Both the assignee and due date may be added or changed at a later time.

When a task is created, it is in an open state until it is marked complete by either the assignee or another member of the teamspace with appropriate rights. Teamspace members can reopen completed tasks.

Tasks can be hierarchical, so you can use this tab to create high-level tasks at the beginning of a project, then refine your requirements as the project proceeds.

What do you want to do?

The Task Details area provides information specific to the task (or subtask) selected from the list. If there are any other items related to the task, they appear in the related links section of the task detail. You can select an item from the related links list display or navigate to that item.

See Tasks and Related item links for more information. If you are setting due dates and reminders for users in different time zones, see Understanding date and time settings.

Locate or check the status of a task

  1. Select the task from the list of tasks on either the Tasks tab or the teamspace overview. You can also locate a task by clicking the Quick Search button when on the Tasks tab and entering a keyword associated with the task you are looking for.
  2. Use the list filters to display the tasks you want to see. See Filtering lists for more information.
  3. To check task status, review the Task Detail section of the screen. Use the related links, if any, to display additional information.

Add a task for yourself or another teamspace member

  1. Select the teamspace, if necessary.
  2. Select the Tasks tab to display the Tasks Overview.
  3. Select the new top-level task action.
  4. Enter the information for the task. Minimally you must enter a name for the task. Other fields are optional and can be updated later. (See Edit or reassign a task.) Click ok to save the task.

When the task is saved, the assignee (if any) receives an email notification. The task is also available in the assignee's default list of tasks on the Home and Overview tabs.

Add a subtask

  1. Select the teamspace, if necessary.
  2. Select the Tasks tab to display the Tasks Overview.
  3. Select a task or subtask from the list to display it in the details section.
  4. Select the new subtask action.
  5. Enter the information for the new subtask. Minimally you must enter a name. Other fields are optional and can be updated later. (See Edit or reassign a task.) Click ok to save the new subtask.

Assign a task to someone else

  1. Display the task in the Task Detail section.
  2. Click the task dropdown list and choose the edit action to display the options for Update a task. Edit the assignee, then click ok to save the changes.

Edit or add information to a task

  1. Display the task in the Task Detail section.
  2. Click the task dropdown list and choose the edit action to display the options for Update a task. Edit the task information as needed, then click ok to save the changes.

Delete a task

  1. Display the task in the Task Detail section.
  2. Click the task dropdown list and choose the delete action to remove the task. Note that you cannot delete a task if there are open subtasks under it. You must delete or complete the subtasks first.

If a task was generated by a workflow, the task cannot be deleted until the associated workflow process completes.

Subscribe to automatic notifications about the task

  1. Display the task in the Task Detail section.
  2. Click the tools dropdown list and choose the subscribe action. Select the checkbox on the notification dialog screen.

When you subscribe to a task, you will be notified when the task is completed, reopened, or when the task has expired. Notification options on a task do not automatically apply to subtasks. If you want to be notified when a subtask changes, subscribe to the subtask as well.

Mark a task as complete

  1. Display the task in the Task Detail section.
  2. Select the complete action to mark the task as completed. If the task is associated with a workflow, the workflow will resume processing.
  3. You can use the reopen action if you later decide the task should not be complete. (You cannot change the status of a task associated with additional processing steps in a workflow.)

If you complete a task that contains open tasks under it, you will be asked to confirm the action. Open subtasks are not automatically marked as complete when a parent task is completed. If the assigner checked the "Notify See Subscribe to automatic notifications above for more information on notifications.

Move a task or subtask

  1. Display the task in the Task Detail section.
  2. Click the task dropdown list and choose the move action to open the "Move task" dialog screen.
  3. Click browse to open the "Choose task" window.
  4. You can choose from among the listed parent tasks or drill down from parent tasks that contain subtasks until you find the location into which you want to move your task. You can also locate tasks by typing a string into the "search for" field and clicking the search button (results appear in the list box below the button). Note that the currently selected parent task name and your task's current location appear above the selection list. To restore the full list, click the Tasks link next to "selected parent tasks."
  5. After making your selection, click ok to close the "Choose task" window and return to the "Move task" dialog screen. Your source and destination selections are displayed. Click ok to accept the new location.

    Note: If you know the path of the parent task into which you want to move your task, you can enter it directly into the input box in the "Move task" dialog screen (example: \Tasks\top-level task\subtask) rather than using the browse button to open the "Choose task" window.

Notes on moving tasks and subtasks: