Tasks

In Tasks you can set up your own to do list. You can define new tasks, group tasks and set the status of the selected task. The task function is available to all users. Tasks is started by choosing Tasks under Coordination & Collaboration .

Content

• Task Actions
• Views
• Task Grouping
• Using Comments
• Notifications
   

Task Actions

Add a new task

1. Choose Tasks under Coordination & Collaboration .
2. Open Task Actions menu, click on the arrow key in the end of the line Task Actions.
3. Click on Add a new task.
4. Add a description in the field Title.
5. Select a Category, these categories is created as you write them. They are saved and you can choose them in the future.
6. Select Assigned to, choose who is assigned to this task.
7. Select the Due date.
8. Click on the Add button.

Mark selected task completed

1. Choose Tasks under Coordination & Collaboration .
2. If nothing is shown, open Task Actions menu by clicking the arrow key in the end of the line Task Actions.
3. Select one task from the task list to the right.
4. Click on Mark selected tasks completed.

Another way to do it is simply to click on the symbol to the left of the title of the task. Click again to reopen the task.

Mark selected task active

1. Choose Tasks  under Coordination & Collaboration .
2. Open Task Actions menu, click on the arrow key in the end of the line Task Actions.
3. Select one task from the task list to the right.
4. Click on Mark selected tasks active.

Another way to do it is simply to click on the symbol to the left of the title of the task. Click again to reopen the task.

Delete Selected task

1. Choose Tasks  under Coordination & Collaboration .
2. Open Task Actions menu, click on the arrow key in the end of the line Task Actions.
3. Select one task from the task list.
4. Click on Delete selected tasks.

Views

Select how and which tasks that shall be displayed in the task list.

Display All tasks

1. Choose Tasks  under Coordination & Collaboration .
2. Open Views menu, click on the arrow key in the end of the line Views.
3. Click on All tasks.
4. All defined tasks are displayed in the task list.

Display Active tasks

1. Choose Tasks  under Coordination & Collaboration .
2. Open Views menu, click on the arrow key in the end of the line Views.
3. Click on Active tasks.
4. All active tasks are displayed in the task list.

Display Completed tasks

1. Choose Tasks  under Coordination & Collaboration .
2. Open Views menu, click on the arrow key in the end of the line Views.
3. Click on Completed tasks.
4. All completed tasks are displayed in the task list.

Display My Active tasks

1. Choose Tasks under Coordination & Collaboration .
2. Open Views menu, click on the arrow key in the end of the line Views.
3. Click on My Active tasks.
4. All your active tasks are displayed in the task list.

Display My Completed tasks

1. Choose Tasks under Coordination & Collaboration .
2. Open Views menu, click on the arrow key in the end of the line Views.
3. Click on My Completed tasks.
4. All your completed tasks are displayed in the task list.

Task Grouping

Select how tasks shall be grouped in the task list.

By Date

1. Choose Tasks  under Coordination & Collaboration .
2. Open Task Grouping menu, click on the arrow key in the end of the line Task Grouping.
3. Click on By Date.
4. The displayed tasks are grouped by date in the task list.

By Category

1. Choose Tasks  under Coordination & Collaboration .
2. Open Task Grouping menu, click on the arrow key in the end of the line Task Grouping.
3. Click on By category.
4. The displayed tasks are grouped by category in the task list.

By Assigned user

1. Choose Tasks under Coordination & Collaboration .
2. Open Task Grouping menu, click on the arrow key in the end of the line Task Grouping.
3. Click on By Assigned user.
4. The displayed tasks are grouped by assigned user in the task list.

No Grouping

1. Choose Tasks  under Coordination & Collaboration .
2. Open Task Grouping menu, click on the arrow key in the end of the line Task Grouping.
3. Click on No Grouping.
4. The tasks are not grouped and displayed in ascending order.

Using Comments

Add comments and links to the existing tasks.

Add new comment

1. Choose Tasks under Coordination & Collaboration .
2. In the All Tasks list to the right click on the icon  to add a new comment.
3. A new window appears and now you can add a comment to the task by writing in the lower field New comment.
4. When you're done click Add comment to save the comment.
5. Now you can see the comment in  the top of the window, with information about who added the comment and when.

Read or add additional comments

1. Choose Tasks under Coordination & Collaboration .
2. In the All Tasks list to the right click on the icon  to read existing comments or add additional comments. The blue colour says there are one or more existing comments added to the task already.
3. Read or add additional comments in the window that appears in the same way as adding a new comment.

NOTE: You can't delete an existing comment, just add more.

Adding a link to a task

1. Choose Tasks under Coordination & Collaboration .
2. In the All Tasks list to the right click on the icon  or  to add a link to task.
3. A new window appears and you can now add a link to the comment by clicking Add link in the lower field below New comment.
4. In the the new window that appears you can now choose what type of information you want to link to the task. Choose from web content or files in the Document management. Then click Add and the window closes.
5. Now you see the link beside the Add link button. Click Add comment to save and add the link to the task. It now shows up in the upper list of existing comments.

Notifications

• Remember, if you add a task and assign it to a user, the assigned user receives a notification e-mail from the system to the e-mail address that's registered on the user.
• If someone adds a comment to the task, the assigned user will receive a notification e-mail with the information about the comment.
• Every time that a new responsible user is assigned to a task, the newly assigned user will receive a notification e-mail with information about the task.