Working With Tasks

In this chapter, you will be introduced to the Task Management application which allows you to manage all collaborative activities under tasks. This application is aimed at improving the way that a team focuses their efforts on a project and communicates to get work done.

In this chapter:

Task Management overview

Managing Tasks

Managing Projects

Managing Labels

Managing Views

Task management overview

To use your Tasks management application effectively, there are some terms that you should be aware of:

  • Projects: Containers of tasks.

  • Management views: Two views (Board and List) that provide you with different ways to manipulate your tasks.

  • Project workflow: The list of statuses that tasks in a project can take. By default, a new project will have the following workflow: To Do, In Progress, Waiting On and Done. Alternatively, you can change the project workflow later in the Board view.

    • To Do: tasks which will be done in the future.
    • In Progress: tasks being handled at that time.
    • Waiting on: tasks waiting a decision or a validation i.e. awaiting a third party.
    • Done: tasks on which work is ended.

Note

Changing the default workflow for new projects is done only by the administrator, see this section for more details.

  • Sub-project: A project can have any number of sub-projects and a sub-project can also have an unlimited number of smaller sub-projects. These sub-projects will inherit permission and workflow from their parent project at the creation time and you can change them later.
  • Space project: For each new space, a project with the same name will be automatically created when the Tasks management application is added to the space.

The Tasks management overview is divided into three main areas, including left, central and right panes.

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The left pane

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This pane includes three sections:

  • Tasks: manages tasks individually by left filters. These filters are:
    • Incoming: filters tasks that are not yet assigned to a project. This filter also excludes completed tasks by default, but you can change this by using the top Filter feature.
    • All Tasks: shows unfiltered list of all tasks assigned to the current user.
    • Overdue: filters tasks with a past due date.
    • Today: filters tasks that are due today.
    • Tomorrow: filters tasks that are due tomorrow.
    • Upcoming: filters tasks that are due in future.
  • Projects: manages tasks by projects. Specifically, you can manage the workflow of tasks that are assigned to a project.
  • Labels: manages tasks by labels. You can set any label on a task to classify it for you to manage your tasks more easily.

The central pane

This pane is used to display tasks filtered via the left pane and top Filter. In case you are in a project, a Board view is provided so that you can manage the project’s tasks more easily.

The right pane

This pane displays details of the task that is selected from the central pane where you can modify any information of the task.

Note

Inside spaces, the Tasks management overview is similar as above, but the project list is filtered to display only projects that are accessible for the members of the spaces. Besides, there will be no Incoming filter on the left menu and clicking on a label will display only the tasks with the selected labels in the spaces’ projects.

Tasks permissions

Task Management application comes with different roles and permissions allowing users to better manage their tasks and projects:

  • The reporter: is the task’s creator, able to add, edit and comment any of his tasks.
  • The project participant: he maybe the task’s assignee or coworker, able to comment, edit add and delete tasks on the project. He can not delete tasks he not the creator.
  • The project manager: he could be the project creator, the space manager or the platform manager (i.e the super user root or from platform/adminstrators group). Users having this role have the same permissions as a project participants and they are also able to edit the workflow, create subprojects and also delete any task in the project.
  • The observer: is a user who have been mentioned in the task and is not a participant, is just able to view the task.

Note

In tasks application under a space, all space members get automatically the participant role.

Managing tasks

This part introduces you how to:

Creating a task

Note

Anyone can create personal tasks. In project’s frame, managers and participants are able to create tasks under their projects.

Creating a task in eXo Platform is designed as an effortless operation, so you just need to follow one of the following ways.

Via Tasks management overview

  1. Click any items (except Overdue) under the Tasks, Projects or Labels sections.
  2. Enter the task title into the single line text box under the New Task button:

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  1. Hit Enter key to create this task.

    Note

    • If you choose to create the task in a filter, it will be put into

    that filter and automatically assigned to the currently logged-in user. Note that for the Upcoming filter, the due date will be the next seven days, while for the Today and Tomorrow filters, the due date will be today and tomorrow respectively.

    • If you choose to create the task in a project or label, it will

    belong to that project or labelled to that label. Besides, by default it will not be assigned to anyone.

Via Activity stream

You can even create a task outside the Tasks Management application by using the following syntaxes on the Activity stream:

  • Creating a task: ++task_title.
  • Setting priority: !task_priority. Recognized priorities include High, Medium and Low.
  • Assigning: @task_assignee @task_coworker_1 @task_coworker_2
  • Setting due date: ^due_date. Recognized syntaxes include Today, Tomorrow, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday, Next Week, Next Month and dd-mon (e.g 12-apr for 12th April).
  • Tag: #tag. The tag will be created if it does not exist.

See this example:

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Or via comment:

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You will see that there are two new tasks created as below:

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Note

  • Anyone that has access permission to a task can do anything on the task.
  • By default, tasks inherit permissions from the project they are in. Therefore, all members and managers of the project are able to access these tasks. In case they are not assigned to any project, only the creator, assignee and coworkers are granted the access permission.

Editing a task

Note

Task’s edit permission is granted to:

  • The task’s creator
  • The project manager
  • The space manager (for space’s tasks application)
  • The platform manager (super user and platform/administrators members
  • The project participants
  • The task’s assignee
  • The task’s assignee cowroker

After creating a task, the right pane will be opened for you to edit the task directly (if you create the new task via the overview interface) or you can choose any other task from the central pane. The details of a task are as follows:

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In which:

  • image7: the name of the project that the task belongs to. In case the task is not assigned to any project, this field says “No Project”.

    Note

    • To select a project for a task, you must have permission on

    that project. Besides, a task should belong to only one project, so you should remove the existing project from the task before adding a new one.

    • If you move a task to another project, its status will be set to the same one in the new project workflow (statuses must match alphabetically to be considered the same). If no status matches in the new project workflow, the status is set to the first one in the new project workflow.
  • image8: the labels that are assigned to the task.

  • image9: the title of the task which should be from 1 to 250 characters.

  • image10: the due date of the task. You can choose among 4 options, including None, Today, Tomorrow and Next Week or specify any other due date.

  • image11: the assignee and co-workers that are assigned to the task. Only one assignee is accepted, while you can add multiple co-workers.

  • image12: the status of the task in the project workflow. Note that this information is available only for the tasks that are assigned to a specific project.

  • image13: the task description.

  • image14: the schedule of the task. If no schedule is specified, this field says “Unscheduled”. To remove the current schedule, hover cursor over it and select the deletion icon that appears.

  • image15: the task priority. You can choose between 4 values, including High, Normal, Low and None.

  • image16: the Comments tab allows people to discuss about the task, while the Changes tab shows all changes history of the task.

    image17

  • image18: the Mark as completed feature, clicking this icon will mark the task as completed and it will disappear from the List and Board views unless Filter is set to show completed tasks.

    Note

    A formatting toolbar appears once you click in the comment composer. It allows you to change the formatting of your message, attaching images and links and preview how it will look once posted. (like what we have for the activity stream composer)

To edit the task:

  1. Hover cursor over any information and click it that you want to edit.
  2. Make changes on the task, then hit Enter key or just click out the edited field.

Scheduling a task

After creating a task or being assigned one, you can schedule it by following these steps:

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  • image20: Select the list of tasks by clicking on All Tasks.
  • image21: Select one of the assigned/created tasks.
  • image22: Click on Unscheduled.

Two calendars appear to select From and To dates.

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After saving the selected dates, a message is displayed under the task’s description indicating the time interval chosen with a note about the schedule:

  • If the To date is chosen after the due date, a message appears to warn that you may miss the deadline because you planned the work too late.

    image24

  • If the To date is chosen before the due date, the message that appears indicates that the work is planned between the chosen dates.

    image25

    Note

    • When the today’s date is the task’s due date, a blue exclamation mark image26 precedes the task’s name in the list/board view.

    • When the task’s due date has already expired, i.e. today’s date is after the due date and the task is not yet finished, it is preceded with a red exclamation mark: image27

      image28

Cloning a task

1. Click the down arrow at the top right corner of the task pane, a drop-down menu will appear as follows:

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2. Select Clone to clone the task. The cloned task will have the same name with the original task and be prefixed by “Copy of”.

Deleting a task

Note

You can delete a task only if you have one of these roles:

  • The task’s creator
  • The project manager or the space manager (for tasks application under a space)
  • The platform manager (the super userand platform/administrators members)
  1. Select Delete from the dropdown menu:

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  1. Click OK in the confirmation message to delete the task.

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Note

This action is available to the task creator and the project manager only.

Filtering tasks

The central pane by default will list all the tasks depending on which task filter, project or label is selected. This could be difficult for you if there are too many tasks available. The Tasks management application offers you a useful tool to narrow these tasks by specific information.

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1. image34 Click the filter icon image35 at the top right corner of the central pane.

  1. image36 The Filter form will be shown on the right pane.

In which:

  • Contains: filters tasks that have the title or description matching the input text.

  • Labels: filters tasks that contain the input labels.

  • Due: filters tasks by due date.

  • Priority: filters tasks that have the selected priority.

  • Show completed tasks: filters tasks that are completed. Unchecking this box will show uncompleted tasks.

    Note

    Depending on the view you select from the left pane such as Task filters, Projects or Labels views, some of the options above may be disabled.

2. Change any information above. The central panel will reflect instantly to list only the matched tasks.

3. A Close icon image37 on top-right corner of the filter panel closes it. But the values are remembered and filter remains active.

The filter icon has two statuses:

  • It turns blue image38 when it is activated which means that the central panel is filtered.
  • It is grey image39 when it is inactive which means that the central panel is not filtered.

Managing projects

This part introduces you how to:

Creating a project/sub-project

1. Click the plus sign icon on the Projects section, a pop-up menu will appear as below:

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Alternatively, you can hover cursor over any project under the Projects section, then click the right arrow that appears:

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2. Select Add Project, a pop-up form will appear for you to enter your project information.

3. Change the parent project if needed, by clicking the parent project field:

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  1. Select a project from the drop-down list:

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  1. Fill in the name and description of the project, for instance:

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If you wish this project and its tasks to be displayed and synchronized in the Calendar application, check the box that says “Enable Calendar Integration”.

Note

  • The length of project name should be less than 100 characters.
  • Sub-projects DO NOT inherit the task calendar from their parent. Instead, they come with their own calendar if the Calendar integration is enabled.
  1. Click Save to finish creating your project.

Editing a project

1. Hover cursor over the project that you want to edit, then click the right arrow. A dropdown menu will appear as follows:

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  1. Click Edit to view its details.

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3. Change any information by clicking it, except the manager of the project that can not be modified.

Note

For a space project, by default the manager of the project and its space is the same.

  1. Click Save button to save your changes.

Sharing a project

  1. Select Share from the dropdown menu:

image47

A pop-up will appear as below:

image48

In which, you can choose to share your project to others via Manager and Participant permissions.

  • Participant permission: allows to add, edit, view and comment on tasks of the project.
  • Manager permission: in addition to the Participant permission, allows to edit, delete and share workflow of the project.
  1. Click image49 corresponding to each permission to add more users.

Note

  • Space members automatically get Participant permission to space projects.
  • Space managers automatically get Manager permission to space projects.
  • In case a user has share permission on a sub-project but does not have permission on the parent, the parent is still visible in the project list on the left pane but it is impossible to see in details.
  1. Click Close button to close the pop-up.

Changing project color

To easily distinguish between your projects, you can color them by a vertical bar on the left. For instance:

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To do this, just simply select the desired color from the dropdown menu:

image51

Cloning a project

  1. Select Clone from the dropdown menu:

image52

A confirmation pop-up will be displayed as follows:

image53

  1. Tick the checkbox that says “also clone uncompleted tasks.” if you want to clone all uncompleted tasks of the project as well.
  2. Click Clone to finish cloning the project. The cloned project will have the same name with the original one and be prefixed by “Copy of”.

Note

A cloned project inherits the workflow, permission, description, color, due date and parent project of the original one.

Showing/Hiding a project

Hiding a project

To hide a project, simply select Hide from the dropdown menu:

image54

This project and its sub-projects will disappear from the left menu.

Note

Hiding projects is just a personal display setting, therefore it is not applied for other users.

Showing hidden projects

To show hidden projects, click the plus sign icon on the Projects pane, then choose Show Hidden Projects:

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You will see all hidden projects like this:

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From here, you will be able to show these projects again by clicking Show from the dropdown menu:

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Note

To show a hidden sub-project, you should show its parent first.

Deleting a project

  1. Click Delete button from the dropdown menu:

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A confirmation pop-up will appear as follows:

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2. Tick the checkbox that says “also delete all sub-projects.” if you want to delete all sub-projects or untick it to move all sub-projects to the grandparent project.

  1. Click Delete button to finish deleting this project or Cancel to skip this.

Managing labels

The Task Management application provides you with another tool to classify tasks on your own, which is called Labels. You will be able to personally label your tasks and this will not affect other users as well as noone can see them but you.

This part introduces you how to:

Creating a label/sub-label

  1. Click the plus sign icon on the Labels section, then select Add Label:

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Alternatively, you can click the right arrow corresponding to any label under the Labels section, then select Add Label:

image61

Note

In the second way, the created label will be a sub-label under the corresponding label.

2 Fill the label name in the text box that appears, for instance:

image62

3. Press Enter key or just click out the box, you will see the newly created label.

Editing a label

1. Click the arrow corresponding to the label that you want to edit, then select Edit from the dropdown menu:

image63

A pop-up form will appear as follows:

image64

2. Change the parent and/or name of the label. Note that the label name should be less than 100 characters.

  1. Click Save button to save your changes or Cancel to skip this.

Showing/Hiding a label

Hiding a label

To hide a label, simply select Hide from the drop-down menu:

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This label and its sub-labels will disappear from the left menu.

Showing hidden labels

To show hidden labels, click the plus sign icon in the Labels section, then choose Show Hidden Labels:

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You will see all hidden labels like this:

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From here, you will be able to show these labels again by clicking Show from the dropdown menu:

image68

Note

To show a hidden sub-label, you should show its parent first.

Changing a label color

To easily distinguish between your labels, you can color them by a vertical bar on the left. For instance:

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To do this, just simply select the desired color from the drop-down menu:

image70

Deleting a label

  1. Click Delete button from the drop-down menu:

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A confirmation pop-up will appear as follows:

image72

  1. Click Delete button to finish deleting this label and its sub-labels or Cancel to skip this.

Managing views

eXo Platform supports two views which are:

list View

By default, when you access any item on the left pane, the corresponding tasks in the central pane will be displayed in a simple list like this:

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In which:

  • The ! symbol in red indicates overdue tasks that have not been completed on time.
  • The ! symbol in blue indicates tasks that need to be done today.

In this view, you can do the followings:

Marking a task as completed:

Hover cursor over the task that you want to mark it as completed and click the tick icon that appears:

image74

The task will disappear from the List view unless Filter is set to show completed tasks.

Sorting/Grouping tasks

At the top right corner of the central pane, there are two options under the top filter that help you to sort and group tasks in categories.

image75

You can arrange these tasks by the following options:

  • Created Date: sorts by the created date of tasks, with the most recent tasks on top.
  • Due Date: sorts by the due date of tasks, with the oldest tasks on top.
  • Title: sorts by the task titles in alphabetical order.
  • Priority: sorts by the task priority, with the highest on top.
  • Rank: sorts by the task rank.

In addition to sorting tasks by the above options, you can also group the tasks by:

  • Assignee: groups by the tasks’ assignee.
  • Label: groups by the tasks’ label.
  • Due Date: groups by the tasks’ due date.
  • Project: groups by projects.
  • Status: groups by the tasks’s status in a project.
  • None: ungroups tasks.

Note

Depending on the view you select from the left pane, such as Task filters, Projects or Labels views, some of the options above may be disabled.

Board view

This view is designed only for projects, therefore you need to go to a specific project to see this view. In this view, you can manage tasks as well as the project workflow:

image76

In which:

  • Each column corresponds to a status of the project workflow.
  • The color of a task card depends on its priority: High - Light Red, Medium/Normal - Light Orange, Low - Light Green, None priority - Light Gray.
  • The number of tasks in a column is displayed next to the status name.

Creating new tasks:

In addition to creating new tasks by this way, you can quickly do this via the Board view as follows:

1. Hover cursor over the last task of a column (or grouping), an editable field will appear:

image77

2. Type the task title in this field, then press Enter key. Your new task will be created immediately in the corresponding column.

Sorting/Grouping tasks:

image78

You can sort these tasks by the Due Date, Priority and Rank options as well as group them by the Assignee, Label and None options as in this view.

Moving tasks

You can drag/drop tasks back and forth between assignees, labels and statuses.

  • Between statuses:

    image79

  • Between assignees:

    image80

  • Between labels:

    image81

Managing project workflow

By default, your project will have a workflow with four statuses including To Do - In Progress - Waiting On - Done and you can change it on your own.

  • To modify a status, double-click the status name in the Board view, and type the new name in the editable field that appears:

    image82

    Press Enter key to finish updating.

  • To delete a status, hover cursor over the status name in the Board view, and select the delete icon that appears:

    image83

Note

  • All tasks assigned to the deleted status are affected to the previous status (the column on the left in the Board view).
  • If the status is the first of the list (the first column in the Board view), the tasks will be assigned to the next status (the next column on the right in the Board view).
  • The last status cannot be deleted.