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Tracking tasks

Keeping a workspace's tasks on a board or in a table, working a checklist, and which task fields exist behind the API but have no control in the product.

Updated

Tasks are a workspace's to-do list, shown either as a board of columns or as a table. Both are the same list; switching view never changes the data.

A task carries a title, a status, a priority, a due date, an assignee, and optionally a link to a campaign or a content item. Only some of those can be set from the product, which is worth knowing before you plan around them.

BEFORE YOU START

  • The "create" permission to add a task, and "edit" to move one or change a checklist.
  • Access to the workspace.
  • Nothing else. Reading tasks needs no permission verb beyond workspace access.

STEPS

  1. Open Tasks for the workspace, or go to /app/workspaces/{workspace}/tasks.
  2. Switch between Board and Table with the toggle.
  3. Type a title and add the task. It starts in the first column.
  4. Move a task by choosing a new status from the select on its card.
  5. Add checklist items to a task and tick them off as they are done.
  6. Read the table view for status, priority, due date and checklist progress side by side.

WHAT YOU SHOULD SEE

The task in its column, and the board redrawing when you move it. The board shows the four default columns plus any custom status your workspace uses.

WHAT THIS WILL NOT DO

  • It will not let you set an assignee, a due date, a priority or a link to a campaign or content item. All five are accepted by the API and none has a control in either client. The table renders a due date if one was set through the API, and there is nowhere in the product to set one.
  • It will not notify anybody. Assigning a task writes no notification.
  • It will not drag and drop. Moving is done with the select on the card.
  • It will not show a checklist on your phone. The mobile screen lists tasks, adds one and moves it, and has no checklist.

WORTH KNOWING

Because due dates and assignees can only be set through the API, the "Tasks due soon" panel on your Today page will show nothing for most accounts. That is accurate rather than broken.

IF IT DOES NOT WORK

  • "create permission required." and "edit permission required." are the two refusals. Moving a task on a board is still a write, so it needs edit.
  • "create or edit permission required." is the refusal on adding a checklist item.
  • "You do not have access to this workspace."
  • "That task could not be added.", "That task could not be moved.", "That checklist item could not be changed." and "That checklist item could not be added." are the four fallbacks.
  • "No tasks yet - add the first above." is the empty state.
  • On mobile, a failed create or move may not produce a message at all. If a task does not appear, reload before adding it again.

COMMON QUESTIONS

Can I use my own statuses?

Yes. A status is free text, and the board grows a column for any status present in the list.

Is a task attached to content?

It can be, through the API. Nothing in the product creates that link for you.

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